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Computer Equipment Master Agreement 2015-2020

Computer Equipment Master Agreement 2015-2020. April 7, 2015 11:00 AM Pacific Time. Agenda. Sourcing Team Computer Purchase History Solicitation Review Awarded Vendors/Bands Master Agreements Pricing/Product Service Schedule (PSS) Third Party Products (3PP) Vendor Websites

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Computer Equipment Master Agreement 2015-2020

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  1. Computer Equipment Master Agreement 2015-2020 April 7, 2015 11:00 AM Pacific Time

  2. Agenda • Sourcing Team • Computer Purchase History • Solicitation Review • Awarded Vendors/Bands • Master Agreements • Pricing/Product Service Schedule (PSS) • Third Party Products (3PP) • Vendor Websites • Partner Utilization • EmarketCenter • Participating Addendum Process • Additional Information

  3. Sourcing TeamThank You! Alaska Arkansas California Colorado Delaware New Jersey Oregon Iowa Louisiana Minnesota Nebraska Nevada South Carolina

  4. Computer Equipment Purchase History Yearly Spend 2008 -$2,601,256,274 2009 - $2,023,176,277 2010 – $2,295,702,421 2011 – $2,474,230,518 2012 – $2,591,828,303 2013 – $2,576,848,722 2014 – $2,712,540,868 Participants 2009 - 42 States 2010 - 42 States 2011 – 44 States 2012 – 46 States 2013 – 46 States 2014 – 46 States

  5. SOLICITATION REVIEW DRAFT SOLICITATION ISSUED: 05/2013 WEBINAR: 05/2013 THE STATE REVISED SOLICITATION BASED ON COMMENTS FINAL SOLICITATION ISSUED: 09/2013 PRE-PROPOSAL MEETING: 10/2013 400 QUESTIONS ANSWERED CONSIDERATION OF QUESTIONS BY VENDORS RESULTED IN REVISION OF SOLICTIATION RESPONSES DUE: 01/2014 RESPONSES RECEIVED: 36 INTENT TO AWARD POSTED: 1/2015 SALES MAY BEGIN: APRIL 1, 2015 COMPUTER EQUIPMENT2015-2020

  6. MASTER AGREEMENT TIMELINE 1: WEBSITE Sales Begin-April 1, 2015 INTENT TO AWARD: Issued January 23, 2015 2. PRODUCT & SERVICE SCHEDULE UPON APPROVAL: NOTICE TO PROCEED ISSUED POST AWARD APPROVALS NEEDED COMPUTER EQUIPMENT2015-2020 3. THIRD PARTY PRODUCT

  7. EVALUATION METHODOLOGY PHASE I - REVIEW AND SELECT RESPONSIVE, COMPLIANT RESPONSES PHASE II - EVALUATE RESPONSES PHASE III - SELECT FINALISTS PHASE IV - SIGN MASTER AGREEMENT COMPUTER EQUIPMENT2015-2020

  8. Scoring Methodology Responses were rated as follows: Acceptance of Terms & Conditions               50  Points Accessibility                                                      50  Points Environmental                                                    50  Points Qualifications                                                    75  Points Business                                                          125 Points Customer Support                                          150 Points Cost Component                                             500 Points TOTAL                                                 1000 Points

  9. Bands

  10. MASTER AGREEMENTS • Master Agreements follow similar format • Utilize the Table of Contents – Page 2 of all Master Agreement as a guide • Summary in Master Agreement highlights key items: Background, Order of precedence, effective dates, participation, configuration limits, restrictions, partner utilization • Negotiated Terms are indicated in Exhibit A COMPUTER EQUIPMENT2015-2020

  11. Configuration LimitsDetailed in Master Agreement Summary ITEM CONFIGURATION* Server $500,000 Storage $500,000 Desktops $10,000 Laptops $10,000 Tablets $5,000 Peripherals $5,000 Services Addressed by each State in participating addendum *The dollar limits identified are based on a SINGLE computer configuration. This is NOT a restriction on the purchase of multiple configurations Flexibility for States to further restrict or increase the limits stated in the Master Agreement

  12. RestrictionsDetailed in Master Agreement Summary Participating entities may set further restrictions

  13. PRICING An end user can verify pricing using the Baseline Price List (BPL) And Master Agreement Pricing Schedules COMPUTER EQUIPMENT2015-2020 BPL x MINIMUM DISCOUNT = MASTER AGREEMENT GUARANTEED PRICE

  14. BASELINE PRICE LIST (BPL) PSS PRODUCT & SERVICE SCHEDULE PSP PREMIUM SAVINGS PACKAGE

  15. BASELINE PRICE LIST (BPL) BPL PRICES MAY FLUCTUATE BPL x MINIMUM DISCOUNT = MASTER AGREEMENT GUARANTEED PRICE

  16. PSS • PRODUCT & SERVICE SCHEDULE • = • MASTER AGREEMENT PRICE LIST • PSS DISCOUNTS MUST MEET OR EXCEED • MINIMUM DISCOUNTS IN MASTER AGREEMENT • Listing of products and services included in the awarded Master Agreement • Master Agreement Price List - Catalog • Posted on Master Agreement Vendor website • Verifiable Pricing Discounts • May be customized upon agreement by the Master Agreement Vendor and the Individual State as stated in the Master Agreement • Vendors may add and delete products at any time, update the Lead State Quarterly utilizing the Action Request Form

  17. MASTER AGREEMENT PRICING SCHEDULES EXHIBIT B Category Code and Minimum Discount are clearly stated Baseline pricing and products may fluctuate Allows Category Exceptions 3RD Party discount may be different the minimum discount for the Band IMPORTANT! End users may always ask for additional discounts

  18. How can an end user verify Pricing matched the Master Agreement? STEP 1: LOCATE THE PSS (on vendor website) Find the band #, category code, and/or Part # STEP 2: FIND MASTER AGREEMENT PRICING SCHEDULE (Exhibit B) Find the band, category code and minimum discount STEP 3: LOCATE THE BPL (on vendor website) Search for the part # STEP 4: CALCULATE THE PRICE Baseline Price List x Minimum Discount = MASTER AGREEMENT GUARANTEED PRICE VENDOR QUOTE MUST BE AT OR LOWER THEN THE CALCULATED PRICE COMPUTER EQUIPMENT2015-2020

  19. THIRD PARTY PRODUCTS • Master Agreement Vendors have certified they are authorized to sell the third party products listed on their PSS • Vendor must post listing of third party products on their website • Master Agreement Vendors must provide authorization letters upon request • Master Agreement lists further details on third party products COMPUTER EQUIPMENT2015-2020

  20. WEBSITE Requirements detailed in Exhibit D of the Master Agreement Ideally includes: • Baseline Price List • Product and Services Schedule • Third Party Product List • Links to original solicitation, Master Agreement & Participating Addenda COMPUTER EQUIPMENT2015-2020

  21. PARTNER UTILIZATION • PARTNERS AS DEFINED IN THE MASTER AGREEMENT: • A company, authorized by the Contract Vendor and approved by the Participating State, to provide marketing, support, or other authorized contract services on behalf of the Contract Vendor in accordance with the terms and conditions of the Contract Vendor’s Master Agreement. In the RFP, Partner is the term that is used to call out the many different relationships a manufacturer may have with another company to market their product including, but not limited to agents, subcontractors, partners, fulfillment partners, channel partners, business partners, servicing subcontractor, etc. • REQUIREMENTS RELATED TO PARTNER UTILIZATION: • Each state independently has the option of utilizing partners • Only partners approved by the Participating State may be deployed • The participating State will define the process to add and remove partners COMPUTER EQUIPMENT2015-2020

  22. All awarded contractors will have a presence in the eMarket Center. • 3 Opportunities for Enablement's: • Hosted Catalog • Punchout • Ordering Instructions • Upon kickoff each contractor will have 90 days to go-live • If you are interested in utilizing the eMarket Center please contact Kate Offerdahl at kofferdahl@naspovaluepoint.org eMarket center who will participate and when

  23. MODEL PARTICIPATING ADDENDUM (PA) • A model PA has been developed for States to utilize • The model PA lists some of the considerations a State will need to make when negotiating their Participating Addendum • All model PA’s are located on the contractor specific web pages. • Each entity negotiates the final terms and conditions of their PA based upon their states procurement laws, rulesand policies. COMPUTER EQUIPMENT2015-2020

  24. Participating Addendum Process

  25. PA Process All 50 states and The District of Columbia have executed the NASPO Cooperative Memorandum of Agreement, allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement

  26. Opportunities for Participation Three Opportunities for Participation State signs a Participating Addenda for entire state Every legally eligible entity in the state can participate State signs a Participating Addenda for non state entities Every legally eligible entity that is not a STATE agency can participate State does not sign a Participating Addenda Political subdivisions wishing to participate should contact the NASPO ValuePoint Cooperative Development Coordinator who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to their own Participating Addendum. Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums.

  27. Participation Opportunity #1 • Step by Step: • States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. • States may also contact contractors directly to begin Participating Addendum process. • State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. • State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. • Contractor signs Participating Addendum and sends back to state for signature. • State sends fully executed copy to both contractor and NASPO ValuePoint (PA@naspovaluepoint.org ). Executed Participating Addendum will be maintained in a repository. • Participating Addendum templates are available on each Master Agreement page on the www.naspovaluepoint.org website

  28. Participation Opportunity #2 • Step by Step: (Same Process as Opportunity #1) • States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. • States may also contact contractors directly to begin Participating Addendum process. • State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be NASPO ValuePoint point of contact throughout the process. • State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. • Contractor signs Participating Addendum and sends back to state for signature. • State sends fully executed copy to both contractor and NASPO ValuePoint. (PA@naspovaluepoint.org ). Executed Participating Addendum will be maintained in a repository. • Participating Addendum templates are available on each Master Agreement page on the www.naspovaluepoint.org website

  29. Participation Opportunity #3 Step by Step: An email request should be sent to PA@naspovaluepoint.org from entity (email may also be sent from contractor). The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. Contractor signs Participating Addendum and sends back to entity for signature . Entity sends fully executed copy to both contractor and WSCA-NASPO (PA@naspovaluepoint.org ). Executed Participating Addendum will be maintained in a repository. Participating Addendum templates are available on each Master Agreement page on the www.naspovaluepoint.org website

  30. PA Process Flow Chart

  31. How to find the Model Participating Addendum Visit www.NASPOValuePoint.org Search Computers Click here

  32. Click on contractors Click on your selection

  33. Master Agreement Information Here Model PA Here

  34. Sample PA’s are located on the NASPO ValuePoint Website under each master agreement. Executed Participating Addendum will be maintained on www.naspovaluepoint.org and in a repository. Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.naspovaluepoint.org Contractors are encouraged to create and maintain state and/or entity specific web pages on their main Master Agreement website. Final Steps

  35. Additional Resources Where are the Master Agreement Signed Documents? Under each specific contractor on the NASPO ValuePoint WebsiteWhere can I find the original Solicitation and Responses? Under the portfolio information on the NASPO ValuePoint WebsiteHow do I find Master Agreement Vendor Website? The link is under each specific contractor on the NASPO ValuePoint Website Where is the Model Participating Addendum? A model PA specific for each contractor is on their respective web page on the NASPO ValuePoint Website To Start, visit: www.naspovaluepoint.org and Search Computers

  36. Questions ? REGARDING NASPO ValuePoint AND THE PA PROCESS: Tim Hay thay@naspovaluepoint.org REGARDING THE MASTER AGREEMENT: Sue Kahle susan.kahle@state.mn.us

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