OregonStatewide IT Price Agreements

How to Use Them

State Procurement OfficeIT Team Members

• Keri Ashford• Stefanie Brewster• Toby Giddings• Kim Leeker• Lori Nordlien• Karen Quinton

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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.

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DAS Mandated Use of Price Agreements

OAR 125-247-0296 says, “Use is required” for DAS AgenciesExcept 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

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Request Exemptionfrom a Mandatory Use PA.

• Agency’s CIO prepares an 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

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Send Exception Letter to Procurement Services

• Letter sent to Procurement Services Analyst who administers the price agreement.

– Analyst reviews and writes recommendation– Recommendation reviewed by Procurement

Services Transactions Manager– A representative from Procurement Services

will send a written notice of the decision to the agency CIO.

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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.

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IT HARDWARE

The Western States Contracting Alliance (WSCA) was formed in October 1993 by the state purchasing directors from fifteen NAProcurement Services western states. 

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WSCA ADVANTAGES

• 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

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From Whom Can We Buy IT Hardware?

1 Apple PCs (including printers/server-storage)

2 CTL PCs (including printers/server-storage)

3 Dell PCs (including printers/server-storage)

4 EMC Server Storage

5 HP PCs (including printers/server-storage)

6 IBM Server Storage

7 Lenovo PCs (including printers/server-storage)

8 NetApp Server Storage

9 Panasonic PCs (including printers/server-storage)

10 Xerox Printers

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Consumer vs. Commercial

Retail Price AgreementBuy what is in stock Evaluate products

Consumer models – customer gets basic technology

Commercial Models – customer gets advanced technology

Customer picks up equipment at own expense

Sent to customer’s specific address free

Can’t customize configuration On-line web customization and orderingToll-free Local assistance

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Retail Price Agreement1 year warranty 3 year warranty

Technical service from anywhere - limited hours

24X7 Technical support from Oregon locations with guaranteed turn around times

No standard image Software image installed per specs

No inventory services provided

Asset tagging available

No end of life offering Environmentally and secure take-back services adhere to Oregon Sustainability Policy

Consumer vs. Commercial

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Consumer vs. CommercialRetail Price AgreementLimited environmental

expectationsHigh environmental expectations

Pricing as offered Volume and cumulative discounts, standardized configuration discounts

3 month life cycle of product line

At least 6 – 18 month life cycle for stability

May not support all operating systems

OS support and certification

Internal power setting may vary

Support for power management enabling enterprise power management

Better reliability and durability!13

OregonLook for us on the Web:

http://www.oregon.gov/DAS/EGS/PS/pages/index.aspx

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Desktop Computer Support

Price Agreement 8893

Cascade Computer MaintenanceFor desktop IT equipment and related peripherals (such as desktop computers, monitors, printers, and scanners)

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Who Can Use Price Agreement 8893?

• State Agencies

• Oregon Cooperative Purchasing Program (ORCPP) members

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Three Types of ServiceUnder PA 8893

• TMMS – Time and Materials Maintenance Services

• CMS – Contracted Maintenance Services

• PMS – Preventative Maintenance Services

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Time and Materials Maintenance Services

• 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 Procurement Services (P) card.

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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.

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Preventative Maintenance Service

cont.• 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.

2020

2121

2222

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Questions?

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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.

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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.

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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

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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.

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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.

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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.

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OregonLearning Management System (LMS)

State of Oregon Price Agreement 9978

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.

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iLearn Cont…

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

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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.

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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.

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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.

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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 Procurement Services uses iLearnOregon to deliver training webinars.

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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 Procurement Servicesnsored by the state agency.

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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.

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iLinc Oregon Pilot

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

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Using PA 9978

To learn more about state agency licenses and Sposorship, contact:

Jeff Vidal, DAS HRSD iLearnOregon Project Manager

503.378.6329

Jefferson.vidal@state.or.us40

Using PA 9978

To learn more about DAS agency employee training profiles, contact:

Karen Cooper

DAS Procurement Services iLearn Administrator

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Questions?

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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.

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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.

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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.

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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 Procurement Services unless the agency has a delegation.

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IT MSP Past and Present

The current IT MSP Agreement to Agree (ATA) #0483 with Covendis Technologies was executed on 1/6/11 with an initial 5 year term.

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The IT team is here to help!

• Keri Ashford 503-378-4680• Stefanie Brewster 503-373-0387• Toby Giddings 503-378-5345• Kim Leeker 503-378-4297• Lori Nordlien 503-378-3781• Karen Quinton 503-378-4811

http://www.oregon.gov/DAS/SSD/Procurement Services/contact_us_directory.shtml

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