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Purchasing Guidelines for Voluntary Customers

Purchasing Guidelines for Voluntary Customers. Mark Howard Lead Contracts Manager ICT Cooperative Contracting. Who is DIR?. DIR is the state agency responsible for

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Purchasing Guidelines for Voluntary Customers

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  1. Purchasing Guidelines for Voluntary Customers Mark HowardLead Contracts ManagerICT Cooperative Contracting

  2. Who is DIR? • DIR is the state agency responsible for • Effective planning, implementation and management of a statewide technology infrastructure that supports agency business operations • Pooling the purchasing power of government and leveraging it to drive down costs and add value to ICT purchases for state government entities • Key operations • Texas.gov, the official State of Texas website • Data Center Services • Telecommunications and IP Network • Security • ICT Cooperative Contracts Program | 2011 Power to Purchase Technology Expo

  3. ICT Cooperative Contracts • What do they do? • Create savings for taxpayers • Leverage the state’s buying power to lower prices • Contain best value • Optimize the purchase of ICT commodities and services • Streamlines process for customers • Reduces duplicate efforts: all contracts competitively procured • Reduces purchasing and contract cycle time: customers issue P.O. directly to DIR vendor • Simplifies sales process for vendors • Include ICT commodity items as contracted product offerings • Hardware and software • Technology staffing services • Other ICT services with high customer demand (seat management, technology training, etc.) • Maintenance | 2011 Power to Purchase Technology Expo

  4. Available Products • Computers – over 20 brands • Software – over 1000 publisher titles • Networking Equipment – over 100 brands • Printers – over 25 brands • Surveillance Cameras – over 60 brands • Data Storage – over 20 brands • Digital Photography • Projectors • Security Products • Videoconferencing Equipment • Classroom Interactive Products • Graphing Calculators | 2011 Power to Purchase Technology Expo

  5. Available Services • IT Staffing Services – over 190 vendors • Training – Instructor Led and Computer Based • Seat Management – 7 vendors • Managed Document Output – 4 vendors • Deliverables Based IT Services (DBITS) – over 85 vendors • Telecommunications Services including: • Wireless Voice and Data • Pagers • Local Telephone Service • Long Distance • Internet • Satellite • Video • Interpreter Services – over the phone • Audio Conferencing • Cable Modem and DSL | 2011 Power to Purchase Technology Expo

  6. ICT Cooperative Contracts – FY10 777 Cooperative Contracts • 213 HUB Prime Vendors • 419 Total Resellers • 192 HUB Resellers | 2011 Power to Purchase Technology Expo

  7. ICT Cooperative Contracts – Cost Savings/Avoidance DIR Customers/Taxpayers • Savings calculated as difference between DIR price and price available in other states and from other cooperative contracting programs • Additional value (soft costs) not included in calculation • Time/salary savings associated with streamlined procurement process • Additional services or benefits such as “free training” • Improved performance standards and accountability requirements | 2011 Power to Purchase Technology Expo

  8. Who are DIR’s Customers? • Eligible Customers Include • State Agencies • Higher Education • K-12 Independent School Districts • Cities • Counties • Municipal Water Districts • Out of State Governmental Entities • Assistance Organizations registered with the Texas Facilities Commission or the Texas Comptroller of Public Accounts | 2011 Power to Purchase Technology Expo

  9. Sales by Channel FY10 YTD Over 2,800 active customers in Texas and 36 other states | 2011 Power to Purchase Technology Expo

  10. Reg. 5 • $49M Reg. 2 • $309M Reg. 8 • $31M Reg. 7 • $40M Reg. 6 • $37M Reg. 1 • $325M Reg. 3 • $676M Reg. 4 • $123M FY10 Sales by Region | 2011 Power to Purchase Technology Expo

  11. ICT Cooperative Contracting Process • How does DIR establish contracts? • DIR competitively bids all contracts • DIR establishes Statewide Master contracts with vendors for products or services when sufficient customer demand exists • DIR posts request for offers (RFOs) on the Electronic State Business Daily (ESDB) • RFOs are generally posted for 30 days • Highest scoring Vendors are issued ITN Letters • Many contracts include multiple awards to allow choice for Customers • Contracts are awarded for a specified term • More frequent bidding opportunities | 2011 Power to Purchase Technology Expo

  12. Best Practice – Evaluation Process • What’s the Evaluation criteria of the RFO? • Pricing • Vendor’s plan for supporting the contract if awarded • Quality and thoroughness of response • Vendor’s customer references | 2011 Power to Purchase Technology Expo

  13. DIR ICT Website | 2011 Power to Purchase Technology Expo

  14. ICT Cooperative Contracts website | 2011 Power to Purchase Technology Expo

  15. ICT Cooperative Contracts: Search Products and Services web site | 2011 Power to Purchase Technology Expo

  16. Search for Products and Services • Search by Keyword – Enter in Vendor or Reseller name, Brand name, Product type or product subtype in the “Search by Keyword” field • Search by Contract Number – Enter all or part of the contract number in the “Search by Contract Number” field • Search by Product/Service – Pick a Product type from the icons on the Search page. • Search by Commodity Code – Make a selection from the commodity class code drop down menu, and then filter your search by item number | 2011 Power to Purchase Technology Expo

  17. DIRect Compare • DIRect Compare allows DIR customers to compare products, services, and pricing across vendors. The online interactive tool enables customers to easily view the differences in vendor product and service offerings for complex contracts in one location. Simply select the vendor or vendors and products or services you would like to view. A new screen will appear that compares the pricing and services for the categories you select. • Classroom Interactive • Managed Document Output Services • Technology-Based Training • Wireless | 2011 Power to Purchase Technology Expo

  18. DIR Contracts Bulletin • Provides Updates on Recently Added or Amended ICT Contracts January 2011Volume 5, Issue 1 • This edition of the DIR Contracts Bulletin covers new and renewed contracts negotiated between October 16, 2010, and December 15, 2010. | 2011 Power to Purchase Technology Expo

  19. DIR Buyer Alert Program The Buyer Alert Program provides information about price reductions for which vendors have done a formal contract amendment. The price reductions are for a limited time only. • Current Alerts: There are no current buyer alerts. • You can access Buyer Alert information in two ways: • Bookmark this page and check back regularly for updates (www2.dir.state.tx.us/ict/resources/Pages/buyeralertprogram.aspx). • Sign up for the Buyer Alert Listserv and you will be notified by email whenever we issue a new Buyer Alert. • To subscribe and receive automatic notification of new Buyer Alerts or to unsubscribe, visit the Buyer Alert Listserv • Email the Buyer Alerts Listserv Administrator | 2011 Power to Purchase Technology Expo

  20. Current Contracting Initiatives • Future Contracting Opportunities • Posted on DIR’s Web site (www2.dir.state.tx.us/ict/cci/Pages/currentcontractinginitiatives.aspx) to improve communications between DIR vendors and customers • Lists initiatives by procurement stage • Planning • RFO Postings – links directly to the posting on theElectronic State Business Daily (ESBD) • Evaluation • Negotiation • Recent Awards • Each initiative has a brief description, expected phase completion date, and contact information | 2011 Power to Purchase Technology Expo

  21. Example: Current Contracting Initiatives | 2011 Power to Purchase Technology Expo

  22. Summary The ICT Co-op Contracts program connects eligible Customers with Vendors offering deep discounts on technology products and services. All of our contracts have been competitively bid per Texas state requirements, so you don’t have to issue your own solicitation. Your purchasing process is simple:  • STEP 1: IDENTIFY YOUR TECHNOLOGY NEEDIdentify your technology needs by product type, brand name, vendor name, or commodity code. • STEP 2: SEARCH PRODUCTS AND SERVICESThere are three ways to find the items you need using our products and services search. • STEP 3: ORDEREach contract page contains vendor contact information, contract terms and conditions, a list of approved resellers (if any), and ordering instructions. You work directly with the vendor to finalize your purchase. Request a quote and then issue your purchase order directly to the vendor. When you receive the invoice from the vendor, pay the vendor directly. | 2011 Power to Purchase Technology Expo

  23. Questions • Mark Howard mark.howard@dir.texas.gov 512-463-2653 ICT Cooperative Contracts www.dir.texas.gov | 2011 Power to Purchase Technology Expo

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