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New York State Purchasing Forum: IT Procurement Guidelines

Learn about the new methods and guidelines for IT procurement in New York State. Find out how to purchase PCs, servers, printers, software, computer consulting, networking hardware, and more. Discover the changes in procurement processes and requirements. Stay updated with the latest IT and telecommunications contract areas.

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New York State Purchasing Forum: IT Procurement Guidelines

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  1. New York State Purchasing Forum May 14-15, 2002 George E. Pataki Governor Kenneth J. Ringler Commissioner • OGS Announces New Methods in • “IT” Procurement Presented by OGS Procurement Services Group

  2. New “IT” Guidelines Walter Bikowitz Assistant Director OGS Procurement Services Group walt.bikowitz@ogs.state.ny.us Forum 2002

  3. Overview • Guidelines for OGS “IT” contracts are diverse • Each guideline was developed over time • It is time to take a step back • Announcing new, more uniform guidelines for OGS contracts Forum 2002

  4. PCs/Servers* Printers* Software* Computer Consulting Training & Systems Integration (CCTSI)* Networking Hardware & Software* Systems and Peripherals Interactive Voice Response (IVR) Video Conferencing Electronic Key Systems Digital Centrex PBX Installations Cabling (purchase & install) “IT” & Telecommunications Contract Areas *Note: “IT” requires OFT approval. Purchases > $20,000 for software. Purchases > $50,000 hardware & services Forum 2002

  5. Today: Purchases < $50,000 buy direct off OGS contract of choice Purchases > $50,000: Aggregate agency purchases when possible Obtain pricing from 3 contractors or, Follow pre-approved policy on file with OSC No OSC pre-approval required Tomorrow: Purchases < $50,000 buy direct off OGS contract of choice Purchases > $50,000: Aggregate agency purchases when possible Obtain pricing from 3 contractors or, Follow pre-approved policy on file with OSC No OSC pre-approval required PCs/ Servers – No change Forum 2002

  6. Today: Aggregate Purchases > $50,000: Obtain pricing from 3 contractors or, Follow pre-approved policy on file with OSC Older contracts require OSC pre-approval > $150,000 New contracts - no OSC pre-approval required Tomorrow: Aggregate Purchases > $50,000: Obtain pricing from 3 contractors or, Follow pre-approved policy on file with OSC New contracts - no OSC pre-approval required Printers Forum 2002

  7. Today: Purchases > $50,000: Recommended pricing from 3 contractors Procurement record Purchases > $150,000 Competition from at least 3 required Procurement record OSC pre-approval Tomorrow: Purchases > $50,000: Competition from at least 3 required Procurement record No OSC pre-approval Systems and Peripherals Forum 2002

  8. Today: Software Catalog Contract - ASAP Unlimited purchase of product Negotiated Contracts 20% Rule > 20% of product and maintenance cost, services bid Tomorrow: Software Catalog Contract - multiple Unlimited purchase of product Negotiated Contracts 20% Rule No change – under discussion Software Forum 2002

  9. Today: Mini-bid required > $15,000 Tomorrow: Mini-bid required > $15,000 New processes under discussion Computer Consulting (CCTSI) Forum 2002

  10. Today: Unlimited purchase of product OSC pre-approval required > $500,000 20% Rule > 20% of product cost, services bid only Tomorrow: Unlimited purchase of product No OSC pre-approval required 20% Rule No change – under discussion Networking Hardware & Software Forum 2002

  11. Today: Purchases > $50,000 Obtain pricing from 3 contractors or, Single/Sole source justification OSC pre-approval > $150,000 Tomorrow: Purchases > $50,000: Obtain pricing from 3 contractors or, Single/Sole source justification No OSC pre-approval required Interactive Voice Response & Video Conferencing Forum 2002

  12. Today: Purchases > $1 Obtain BAFO from the 3 available contractors Best Value choice (usually lowest price in this case) No OSC pre-approval Tomorrow: Purchases > $50,000: Obtain BAFO from the 3 available contractors Best Value choice (usually lowest price in this case) No OSC pre-approval Electronic Key Systems &Digital Centrex Forum 2002

  13. Today: Mini-bid required > $15,000 (agency discretionary limit) OSC pre-approval required > $15,000 Tomorrow: Mini-bid required > $15,000 (agency discretionary limit) OSC pre-approval required > $15,000 PBX Installations Forum 2002

  14. Today: Obtain OGS approval for buys over $75,000, Obtain OGS approval for any buys in OGS owned or operated building No OSC pre-audit Tomorrow: Notify OGS of any buys in OGS owned or operated building No OSC pre-audit Cabling – Purchase & Installation Forum 2002

  15. Summary Note: If you paid attention, you noticed that 12 “IT” contract guidelines have been compacted into 6 PCs, Servers, Printers, Systems and Peripherals, Networking Hardware and Software, IVR, Video Conferencing: • < $50,000 - Buy direct • > $50,000 - Obtain pricing from 3 contractors • No OSC pre-approval Forum 2002

  16. Summary • Key Systems and Digital Centrex: • >$50,000 – Compete the 3 vendors on contract • Best value award • No OSC pre-approval • PBX and CCTSI: • >Changes forthcoming • Cabling – notify OGS in OGS owned and operated facilities Forum 2002

  17. Summary When is tomorrow? June, 2002! Except multiple award for software Forum 2002

  18. STANDBY CONTRACTS: A New Technology Services Option In Development Presented by: Suzanne Nelson Assistant Director Suzanne.nelson@ogs.state.ny.us Forum 2002

  19. Current Procurement Options under the Computer Services Backdrop Contracts • Formal mini-bid process • Fast Track • Discretionary Purchases Forum 2002

  20. Formal Mini-Bid • Required for most consulting and all training and systems integration requirements > $50,000 • Must solicit all applicable pre-qualified contractors Forum 2002

  21. Fast Track • Streamlined process for consulting (staff augmentation) only based on hourly rates • Must solicit all applicable pre-qualified contractors for requirements > $50,0000 Forum 2002

  22. Discretionary Purchases • For service requirements < $50,000 • Purchase direct from small or MWBE contractors • Otherwise, solicit a minimum of 3 contractors Forum 2002

  23. Another Procurement Option -Why? • Over 477 active contracts as of mid-April 2002 • As many as 312 contractors pre-qualified for a specific service and category of expertise • Customers may receive over 100 responses to a mini-bid or Fast Track solicitation Forum 2002

  24. Goals and Objectives • Create a new procurement option to streamline the use of the backdrop contracts • Reduce the number of contractors that customers must solicit for specific tasks • Reduce the time to conduct the procurement process • Provide customers a more manageable and controlled process to acquire IT services Forum 2002

  25. An Overview • What are standby contracts? • When are standby contracts the right option? • How are they established? • How do I use them? Forum 2002

  26. What Are Standby Contracts? • Unique subset of the backdrop contracts • Tailored to a specific customer’s needs • Streamlined and efficient • Up to three-year period Forum 2002

  27. When Should I Use Standby Contracts? • Consulting services based on hourly rates • Staff augmentation • Instructor led training Forum 2002

  28. Getting Started • Analyze your anticipated needs • Notify Office for Technology if requirements are expected to exceed $50,000 Forum 2002

  29. Guide to Creating The Project Definition (PD) • Overview of environment and platforms • List of specific titles mapped to 12 general backdrop titles • Evaluation criteria, technical and cost • How many contracts? • How will the tasks be assigned? Forum 2002

  30. Guide to Creating A Request For Training Services (RTS) • A broad description of anticipated training needs • Backdrop not-to-exceed pricing governs • Evaluation criteria, technical and cost • How many contracts? • How will the tasks be assigned? Forum 2002

  31. A Closer Look……… The Evaluation Criteria – WhatRepresents Best Value? • Overall capabilities of the company • Do consultants have access to company’s resources? • Company’s pool of consultants • Company’s process for selecting sub-contractors Forum 2002

  32. How Many Awards? • Enough to meet your needs • Not so many that administration is difficult • One or many types of requirements Forum 2002

  33. Issues Under Discussion • Role of OSC: pre-audit, AC 340 issues • Scope of applicable services • Define evaluation guidelines or criteria • How work tasks will be assigned • What happens if new backdrop contractors become available? • Contractor performance and business transition issues Forum 2002

  34. In Summary……… • Standby Contracts will: • Be a unique subset of backdrop contracts tailored for a user’s specific needs • Be a great option for consulting services and staff augmentation based on hourly rates and instructor led training based on per student rates • Require a full mini-bid process to establish • Permit efficient award of tasks for up to a three-year period Forum 2002

  35. When Will Standby Contracts Be An Available Option? Summer 2002! Forum 2002

  36. QUESTIONS? Forum 2002

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