OFT & OGS PSG “IT” Procurement New York State Purchasing Forum May 20-21, 2003 George E. Pataki Governor Kenneth J. Ringler Commissioner Michael McCormack Director

Forum Information Technology Services Procurement Options Presented by: Sylvia Casper Team Leader, IT Services

Forum Procurement Options under the Backdrop Contracts for IT Services Formal Mini-bid Fast Track Discretionary Purchases

Forum Formal Mini-Bid Required for most IT Services requirements > $50,000 Consulting Systems Integration Training On-Going Maintenance & Support Prior Approval required from the Office for Technology (OFT) if expected to exceed $50,000 Must solicit all applicable pre-qualified Contractors Guarantees work for awarded Contractor(s)

Forum Fast Track Streamlined process for consulting services only (staff augmentation) based on hourly rates up to 18 months IT positions (Project Managers, Programmer Analysts, Specialists) Must solicit all applicable pre-qualified Contractors for requirements > $50,0000 Prior Approval required from the Office for Technology (OFT) if expected to exceed $50,000 Guarantees work for awarded Contractor(s)

Forum Discretionary Purchases For service requirements < $50,000 When < $15,000 Purchase direct from any pre-qualified Contractor Between $15,000 and $50,000 Purchase direct from NYS Small, Minority, or Women Owned Business Contractors OR Solicit from a minimum of 3 pre-qualified Contractors Guarantees work for awarded Contractor(s)

Forum Another NEW Procurement Option - Why? Over 570 active contracts as of May 2003 Hundreds of Contractors pre-qualified for any specific service and category of expertise (380 under Consulting: Application Development-PC) Agencies may receive over 100 resumes in response to a Fast Track solicitation to fill one IT position

Forum Goals and Objectives Create a new procurement option to streamline the use of the backdrop contracts Reduce the number of Contractors that agencies must solicit for specific tasks Reduce the time to conduct the procurement process Provide a more manageable and controlled process to acquire IT services on an as-needed basis

Forum An Overview What are Multiple Award Standby Agreements (MASA)? When are MASA the right option? How are they established? How do I use them?

Forum What Are MASA Awards? Unique subset of the backdrop contracts established as a result of a Mini-Bid ü Minimum of 3 Awards ü Work is not guaranteed to all MASA awardees Tailored to a specific agency’s needs Assignments are offered to the MASA as they arise during the term of the agreement Up to 3 year period

Forum When Should I Use the MASA Option? Consulting Services ü Based on hourly rates ü For agency specific IT Positions Instructor Led Training ü Based on per student rate ü For 1, 2, 3, 4, 5 day courses

Forum Getting Started Analyze your anticipated needs Prior Approval required from the Office for Technology (OFT) since requirements are expected to exceed $50,000 Recommend discussing with OSC prior to initiating MASA

Forum Guide to Creating the MASA Project Definition (PD) Overview of environment and platforms List of specific titles mapped to 12 backdrop contract Mandatory Job Titles Request Best & Final hourly rates for proposed job titles for Consulting or per student rates for Training Define evaluation criteria; technical and cost How many contracts and for what duration? How will the tasks be assigned?

Forum A Closer Look……… The Evaluation Criteria – What Represents Best Value? Overall capabilities and strength of the Contractors  Years in business  Number of full time employees  Depth and breadth of Contractor’s pool of consultants Scope and experience of Contractor with similar type and scope of services required

Forum How Many Awards? Minimum of three Maximum?  Enough to meet your needs  Not so many that administration is difficult One or many types of requirements  Focus on various systems/programs  Focus on skillsets and expertise

Forum MASA particulars: Method of Assignment – 4 options In MASA Project Definition, define the method of assignment (choose only one): Option 1 Option 1 = Firm that receives the highest “Total Composite Score” will be ranked #1; remaining awards ranked in descending order Option 2 Option 2 = After “Best Value” evaluation, firm with the lowest cost will be ranked #1; remaining awards ranked in descending order Option 3 better pricing Option 3 = Each time an assignment is issued, all awardees will be offered the opportunity to submit better pricing than original MASA pricing Option 4 Option 4 = Predominant method is Option 1 or 2 with the ability to use Option 3 for specific circumstances (detailed in the PD)

Forum MASA particulars: The Assignment Notification Use to send out Assignment Notification Bidder can respond by for Options 1 and 2 better pricing Bidder responds by mail for Option 3 and Option 4 when better pricing requested since cost statement must be originally signed

Forum MASA particulars: Role of OSC OSC will pre-audit: the MASA awards Option 3 better pricing Option 4 when better pricing is requested OSC will post audit: Option 1 Option 2

Forum MASA particulars: Contractor Performance Poor Performance by MASA awardee: Can remove the awardee for the remainder of term Remaining MASA awardees move up in rank If remaining MASA awardees can satisfy the needs of agency – leave as is If replacement is necessary, if within first 12 months oOffer MASA to next ranked bidder oAgrees to go to bottom of ranking If replacement is necessary, if beyond first 12 months oCancel all MASA awards and re-issue MASA Project Definition

Forum MASA particulars: The Contract Encumbrance Request- AC340 If Option 1 or Option 2 The largest percent of funds allocated to #1 ranked firm If Option 3 Establish MASA with $0.00 (zero dollars) Encumber funds as assignments are awarded Re-allocation of funds If assignments awarded to other than #1 MASA, disencumber/encumber to transfer funds from #1 MASA to other MASA

Forum MASA particulars:Procurement Record & Required Documentation To establish MASA awards: ü Same documentation as is currently required for any formal mini-bid To award Assignments under Options 1 and 2: ü Detailed procurement log ü If going to other than #1 MASA, explanation of events Better Pricing To award Assignments under Option 3 or Better Pricing under Option 4: ü Same documentation as is currently required for any formal mini-bid

Forum Make this page a Favorite!! htm Click on Guidelines, Forms, Templates for all Procurement Options for details

Forum Download Zip File for any Procurement Option

Forum Sylvia Casper Rodney Luft Cheri McCullough PSG Contacts Sylvia Casper: Team Leader Telephone # Rodney Luft: PO 1 Telephone # Cheri McCullough: Keybd Spec1 Telephone # Fax # We are here to Help. We are here to Help.

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