Statewide Technology Contracts: Benefits and Strategies

2. Presenters’ Contact Information Barbara Henderson Procurement Services Group Office of General Services barbara.henderson@ogs.state.ny.us (518) 473-9057 Kathy McAuley Procurement Services Group Office of General Services kathy.mcauley@ogs.state.ny.us (518) 486-6812 OGS Website: www.ogs.state.ny.us

3. Purpose • Detail Contract Areas from 5 Technology • Purchasing Teams • Discuss Various Contract Methods • Show Similarities and Differences • Indicate Benefits • Highlight Some Recent Changes • Suggest Purchase Strategies

4. Barbara • Hardware • IT Services • Kathy • Software • Database • Bank Card Services • Assistive Technology • Aggregate Purchasing Initiative • Telecommunications • Security

5. IT Procurement • Hardware • IT Services • Assistive Technology • Aggregate Purchasing Initiative

6. Hardware Contracts • PCs, Storage, Printers, Enterprise Servers • Established Minimum Qualifications to • Participate • Centralized Terms and Conditions • Continuous Recruitment

7. Benefits • Variety of Manufactured Brands • (Creates Competition) • Best Value to Suit Your Needs • Best Pricing Offer • Ability to Negotiate Additional Discounts • Contractor Host On-Line Pricing

8. IT Services • Continuous Recruitment • Uniform Terms and Conditions • Maximum Not To Exceed Pricing • (at the contract level)

9. Benefits • Purchase From the Pre-Qualified List of • Back-Drop Contracts for IT Services by • Issuing a Competitive Solicitation (mini- • bid process) • Variety of Offerings • Consulting, Systems Integration, • Training, On-Going Services • Competitive Pricing at Mini-Bid Level

10. E-Learning Training • Continuous Recruitment (multiple award) • Web Based, Computer Based, Video • Based, Interactive Web Based • (does not include any live training) • Wide Range of Training Course Content • (customized, off the shelf)

11. April 2007 Aggregate PC Purchase Initiative Current Aggregated PC Purchase April 1, 2007 through March 31, 2008 10 PC Configurations – 105,000 Estimate Units Includes Intel and AMD Processors Awarded to Two Lowest Bidders per Machine Class Average Price per Desktop PC = $665 All Desktops and Notebooks are Rated EPEAT Silver

12. Benefits of Aggregate PC Purchasing • All Terms and Conditions of OGS’ • Microcomputer Contracts Prevail, such as • Free Shipping • Standard Configuration Includes Display • and 3 Year Warranty • Negotiated Additional Discounts Off of • Already Reduced Contract Pricing

13. IT Procurement • Software • Database • Bank Card Services • Telecommunications

14. Advantages to Statewide Technology Contracts NYS Terms and Conditions to Protect Users + Competition Completed for the Users = Allows for “Best Value”

15. Continuous Recruitment • What’s Involved? • Templates – Negotiation of Terms, Conditions, and • Pricing • - Established Minimum Requirements • - Protect State and other Authorized Users • - Benchmarking, Research of Industry, • Surveys, User Groups, Analysis • - Collaboration with other State Agencies and • other Authorized Users • > CIO Office, DOITT

16. Request for Proposal • What’s Involved? • Request for Proposals • - Weighting of Criteria • > Technical Requirements • > Cost • - Award(s) Based on Best Value

17. Tips on How to Use • Always Check the Website to Verify • Pricing at or Below Contract Pricing • Always Feel Free to Ask Contractor for • Lower Pricing • Remember: On Software Contracts, • Services Limited to 20% • Many Contracts Include a “Frequently • Asked Questions”

18. Software • Software Plan • Software Template (negotiated) • - Minimum Requirements: • > Developer / Manufacturer • > $500,000 in Sales Annually to State of NY • -Miscellaneous Software Catalogue • > ASAP • > SHI • - 2006 Approximately $142 million sales

19. Software Contract Sales

20. Database • Database Template • - Database Plan • > Proposals from Established D-Base • Publishers (Britannica), Hybrid Service • Providers (Lexis Nexis) or Value Added • Resellers (Gale Group) • > NYS Sales in Prior Year: • * $250,000 or • * 20 NYS Agencies or Authorized Users • - 2006 Approximately $22 Million Sales

21. Bank Card Services • Procurement Travel Card (paying by credit • card) • Electronic Value Transfer (accepting credit • card payments) • Currently over $684 Million Flows • Through Electronic Value Transfer! • Development of RFPs as Statewide Needs • Identified

22. Electronic Value Transfer

23. Telecommunications Contract Areas PBX/ Key /Digital Centrex Systems and Maintenance Video Conferencing Systems Interactive Voice Response (IVR) Systems Networking Hardware and Software Cable Purchase, Installation and Maintenance Radio Communications Aggregated Telecommunications Services Internet Access Wireless Services Local Loop Access Paging Services Alarm & Signal Systems CCTV Systems Wireless Alarm Systems

24. Telecommunications Contracts: The Future • Multiple Award Comprehensive Procurements: • Radio Communications Equipment • Security Systems and Solutions • Comprehensive Telecommunications • Services • Comprehensive Telecommunications • Equipment

25. Features • Multi Year Terms • Multiple Awards( increased competition) • Multiple Lots and Categories • (increase product or service offerings) • Periodic Recruitment • (Yearly Issuance of RFP) • Ability to Add New Technology via • Emerging Technologies Language

26. Questions and Answers ?

27. Presenters’ Contact Information Barbara Henderson Procurement Services Group Office of General Services barbara.henderson@ogs.state.ny.us (518) 473-9057 Kathy McAuley Procurement Services Group Office of General Services kathy.mcauley@ogs.state.ny.us (518) 486-6812 OGS Website: www.ogs.state.ny.us