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Statewide IT Price Agreements

Statewide IT Price Agreements. How to Use Them. State Procurement Office IT Team Members. Tim Hay, Lead Jana Hart Lori Nordlien Toby Giddings Debra Scott Gail L. Carter Shirley Smith. Who Can Use these Agreements?.

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Statewide IT Price Agreements

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  1. Statewide IT Price Agreements How to Use Them

  2. State Procurement OfficeIT Team Members • Tim Hay, Lead • Jana Hart • Lori Nordlien • Toby Giddings • Debra Scott • Gail L. Carter • Shirley Smith

  3. Who Can Use these Agreements? • Over the past several years, the Department of Administrative Services (State Procurement Office, Enterprise Information Strategy and Policy Division, State Data Center), Department of Justice, and various state agencies have partnered to put multiple Statewide IT Contracts and Price Agreements in place.  Most of these agreements can be accessed by state agencies and local government entities.

  4. OAR 125-247-0296 says, “Use is required” for DAS Agencies Except when: Services and Supplies are from another Oregon Public Agency and parties have a formal written agreement Emergency purchases under ORS 279B If permitted by the State Procurement Office DAS Mandated Use of Price Agreements

  5. Request Exemptionfrom a Mandatory Use PA. • Agency’s CIO prepares and exception letter which includes: • Product or service desired, quantity, and cost from desired contractor • The technical reason the current technology on the PAs don’t meet the agency’s needs • Other reasons the PAs don’t meet the agency’s needs • The timeframe in which product or service is needed • Any other compelling reasons

  6. Send Exception Letter to SPO • Letter sent to SPO Analyst who administers the price agreement. • Analyst reviews and writes recommendation • Recommendation reviewed by SPO Transactions Manager • A representative from SPO will send a written notice of the decision to the agency CIO.

  7. If Exception is allowed: • Agency will follow the Public Contracting Code in making the purchase, which may not result in the preferred supplier. • NOTE: Approval of an exception request may take up to 30 days depending on how much research the Agency has done prior to sending the request.

  8. IT HARDWARE The Western States Contracting Alliance (WSCA) was formed in October 1993 by the state purchasing directors from fifteen NASPO western states. 

  9. Decreased cost to solicit agreements More buying power means Better values We can ask for additional services We can drive green process The primary purpose of creating WSCA was to establish the means by which participating states may join together in cooperative multi-State contracting. http://www.aboutwsca.org/content.cfm/id/wsca_current_contracts WSCA ADVANTAGES

  10. From Whom Can We Buy IT Hardware?

  11. Consumer vs. Commercial

  12. Consumer vs. Commercial

  13. Consumer vs. Commercial

  14. Look for us at: State Procurement Office Procurement Transactions Unit http://www.oregon.gov/DAS/SSD/SPO/index.page

  15. Desktop Computer Support Price Agreement 8893 Cascade Computer Maintenance For desktop IT equipment and related peripherals (such as desktop computers, monitors, printers, and scanners) 15

  16. Who Can Use Price Agreement 8893? State Agencies Oregon Cooperative Purchasing Program (ORCPP) members 16

  17. Three Types of ServiceUnder PA 8893 TMMS – Time and Materials Maintenance Services CMS – Contracted Maintenance Services PMS – Preventative Maintenance Services 17

  18. Time and Materials Maintenance Services 18 Repair services that are intended to return equipment to full operation after the equipment has failed. Provided for an hourly rate plus materials. Can be ordered with a Purchase Order or SPOTS card.

  19. Contracted Maintenance Services cont. Repair services that are intended to return equipment to full operation after the equipment has failed. Provided for a fixed monthly price. Price is based on 8-hour, 16-hour, or 24-hour Resolution Time Frame. A Work Order Contract (WOC) can be put in place for this service. 19

  20. Preventative Maintenance Service cont. 20 Regularly scheduled cleaning, lubrication, adjustments, and replacement of certain parts. Provided for a yearly price. Price based on type of equipment. A Work Order Contract (WOC) can be put in place for this service.

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  23. Questions? 23

  24. PERIPHERALS PRICE AGREEMENT NO. 0444 Peripheral means any product that can be attached to, added within, or networked with personal computers or servers, including but not limited to storage, printers (including multifunction network printers), scanners, monitors, keyboards, projectors, uninterruptible power supplies and accessories. Software is not considered a peripheral.

  25. Peripherals Continued… • CDW-G is a fulfillment agent for the HP WSCA PC Hardware Contract #9760. Authorized Purchasers may purchase Products from Band 2 (PCs), Band 3 (Printers), Band 5 (PDAs), Band 6 (Instructional Bundles), Band 7 (Monitors) and peripherals by issuing a Purchase Order to HP or CDWG. • Calculators digital cameras, televisions, whiteboards are not considered peripherals. • CDW-G cannot supply peripherals for those manufacturers with whom the State has WSCA PC Hardware Contracts.

  26. SOFTWAREPRICE AGREEMENT #0450 • Large Account Reseller (LAR) includes: • Microsoft Adobe • IBM Citrix • Laserfische Oracle • Symantec Business Objective • Computer Associates McAfee • Commercial Off The Shelf (COTS) includes: • All other low volume software

  27. PA 0450 Services Include • Assist Authorized Purchaser in establishing, signing and maintaining enrollment agreements. • Notify the Authorized Purchasers of any changes in product, product version or product enhancements within 20 days of implementation. • Contractor is responsible for reporting sales to the publisher if required by the publisher. • Reporting. • Monthly reports including Volume License, Backorder, Purchase History, etc.

  28. PA 0450 Services Cont… • Pre Sales Support: Assist Authorized Purchasers in making strategic software application decisions by providing evaluation copies, product comparisons, needs analysis, product information and application recommendations. • Respond to quote within one business day. • On line ordering via Purchase Order or P-card. • Contractor shall conduct bi-annual self-audits with Authorized Purchasers to identify potential compliance gaps.

  29. PA 0450 Services Cont… • Pre Sales Support: Assist Authorized Purchasers in making strategic software application decisions by providing evaluation copies, product comparisons, needs analysis, product information and application recommendations. • Respond to quote within one business day. • On line ordering via Purchase Order or P-card. • Contractor shall conduct bi-annual self-audits with Authorized Purchasers to identify potential compliance gaps.

  30. Learning Management System (LMS)State of Oregon Price Agreement 9978

  31. What is iLearn? iLearnOregon is a Learning Management System (LMS) - an online learning and knowledge management tool that integrates general learning management functions such as course catalog, registration, enrollments, transcripts and administration.

  32. iLearn Cont… It also provides performance management tools such as individual development and training plans and transcripts, 360 skill assessments and performance evaluations.

  33. iLearn Cont… Licenses and maintenance fees are charged on a tiered basis by number of users ranging from 1,000 (seat license) to unlimited (enterprise license). Related professional services are charged on an hourly basis.

  34. Accessing iLearnPrice Agreement 9978 State Agencies: • DAS purchased an enterprise license through PA 9978 that allows all Oregon state agencies access to iLearnOregon without having to buy additional licenses.

  35. iLearn PA 9978 Cont… State Agency Partners: • State agencies’ non-state agency partners can also access iLearnOregon through the state agency’s license without having to buy additional licenses.

  36. Using iLearn PA 9978 Example 1: The State Fire Marshal delivers Fire, Life and Safety online training to all of its Fire Districts statewide through iLearnOregon. DAS SPO uses iLearnOregon to deliver training webinars.

  37. Using PA 9978 Cont… Example 2:State agency partners can access iLearnOregon to conduct the State’s business at no additional cost. They must first be sponsored by the state agency.

  38. Using PA 9978 Cont… ORCPP members: Can also procure Meridian licenses, maintenance and associated services for their own use and business needs, independent of a state agency.

  39. iLinc Oregon Pilot The iLincOregon virtual classroom/web meetings tool is available to all iLearnOregon agencies on a pilot basis, at no additional cost.

  40. Using PA 9978 To learn more about state agency licenses and sponorship, contact: Theme Grenz, DAS HRSD iLearnOregon Project Manager 503.378.6213 theme.grenz@state.or.us

  41. Using PA 9978 To learn more about DAS agency employee training profiles, contact: Kelly Stevens-Malnar DAS SPO iLearn Administrator 503.378.3976 Kelly.A.Stevens-Malnar@state.or.us

  42. Questions? 42

  43. What is the IT MSP? • A Managed Service Provider for IT Professional Services (IT MSP) that provides “IT Services” through skilled Subcontractors. • Work orders for IT services can be issued for system analysis and enhancements, business process automation and planning, programming, design, development, project management, testing, quality assurance, risk analysis and integration, etc.

  44. The MSP issues two categories of WOCs • Hourly Based WOCs: Temporary services for a fixed amount of time at a predefined hourly rate and • Project Based WOCs: Performance based with specific statements of work calling for completion of defined tasks and deliverables with a fixed price per deliverable and delivery schedule.

  45. How Do I Use the IT MSP agreement? • Draft a WOC Statement of Work, using the rate card and skill sets and post it on the Covendis Vendor Management System (VMS) and in ORPIN under ATA 0483. • PA Exhibit C Hourly-Based ITPS. Hourly-Based opportunities must be advertised on the VMS for a minimum of three (3) business days. • PA Exhibit C Project-Based ITPS. Project-Based opportunities advertised on the VMS for a minimum of five (5) business days.

  46. IT MSP PA Process • Agency identifies evaluation and selection criteria. • Agency evaluates sub-contractor resumes’ or project offers submitted by MSP. • Agency records ranking and selection • WOCs $150,000 and over must be processed by DAS SPO unless the agency has a delegation.

  47. IT MSP Past and Present • The nextSource PA #5488 expired on 3/31/11. WOCs under the PA 5488 may last no longer than 12/31/13. • The current IT MSP Agreement to Agree (ATA) #0483 with Covendis Technologies was executed on 1/6/11 with an initial 5 year term.

  48. The IT team is here to help! • Tim Hay (Lead) 503-378-4650 • Jana Hart 503-378-3900 • Gail L. Carter 503-378-5501 • Lori Nordlien 503-378-6781 • Toby Giddings 503-378-5345 • Debra Scott 503-378-5789 • Shirley Smith 503-378-5395 http://www.oregon.gov/DAS/SSD/SPO/contact_us_directory.shtml

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