Data Communications Products & Services 2014 – 2019 Contractor Review Meeting October 13, 2016

Agenda Contract Status Adding Products & Pricing Marketing of Contract PA Process Review Reporting PA Status - New Admin Fees eMarket Center Detailed Sales Suppliers Expectations Good Morning ~ I am Shannon Berry, Cooperative Development Coordinator with NASPO ValuePoint. Thank you all for taking the time to meet with us here in Salt Lake City. I’d like to welcome you to the Data Communications 2014-2019 Annual Review Meeting. We all feel these annual review meetings are extremely important to ensure a successful partnership with our contractors. Agenda Items With that, I’d like to introduce Spencer Hall and Jennifer Salts with the State of Utah as the Contract Lead Administrator for the Data Communications 2014-2019 contracts.

Contract Status Good points Issues/Problems Customers are using the contracts to the tune of hundreds of millions of dollars! Issues/Problems Turnover: it is the contractor’s responsibility to notify the State of Utah if contract contact information has changed Authorized resellers: ensure that lists are current Website: the RFP required contractors to establish a website that shows resellers/partners. Ensure that links are current. Spencer and Jennifer…

Adding Products & Pricing New items may be added to awarded categories. Price decreases may occur at any time. Price increase requests are limited to one increase per year. Contract price increases are allowed when the cost of providing a product or service has increased and documentation is submitted that demonstrates 1) the increased costs and 2) the mathematical link between those costs and the requested price increases. We do not require a specific form or format for the documentation. Price lists must be reviewed and approved by the State of Utah prior to becoming effective. Spencer and Jennifer…

Marketing of Contract Contact the Lead State or the NASPO ValuePoint team at info@naspovaluepoint.org if your company wants to refer to the Lead State or NASPO ValuePoint in the marketing of your products and services. NASPO ValuePoint, states and other public entity participants are all sensitive to the perceptions created by implied endorsements. We also have a co-branded NASPO ValuePoint that you are able to customize. Please send an email to info@naspovaluepoint.org if your company has an interest. The “FOLLOW” button on the NASPO ValuePoint website home page will provide you with all updates of contract portfolios or solicitation opportunities. Can also “FOLLOW” individual portfolios and/or contractor updates. If your company want to refer to the Lead State or NASPO ValuePoint when marketing the contract, you must receive approval for the content prior to releasing. You may also co-brand NASPO ValuePoint. NASPO ValuePoint has a “FOLLOW” button on our website so you could be notified via email of any updates to contracts or new solicitations/projects being released.

Participating Addendum Process All 50 states and The District of Columbia have executed the NASPO ValuePoint Cooperative MOA, allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement NASPO has executed a Cooperative Memorandum of Agreement with all 50 states and the District of Columbia, allowing them to participate in contracts that NASPO ValuePoint has available.

Opportunities for Participation Three Options for Participation State signs a Participating Addendum for entire state Every legally eligible entity in the state can participate State signs a Participating Addendum for non state entities Every legally eligible entity that is not a STATE agency can participate State does not sign a Participating Addendum Political subdivisions wishing to participate may contact the NASPO ValuePoint Cooperative Development Coordinator who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign 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. There are 3 options to participate: Option 1 – Preferred option, the State CPO will execute a PA allowing all state agencies and eligible entities within that state to participate in the contract.   Option 2 – For whatever reason the State CPO chooses not to allow their state agencies to participate; so we will encourage that they consider signing a PA on behalf of the eligible entities within their state to participate. Option 3 – Again for whatever reason the State CPO chooses not to sign a PA under options 1 and 1; however, the State CPO may allow eligible entities to sign their own PA with the contractor, but we first need to check in with the State CPO for their ok and approval of them signing their own PA. The reason for the approval from the State CPO is that we are a State owned cooperative so we want to make sure we are not competing against any in-state contracts that may be in place. Most of the time they do not have any objective to the entity executing their own PA, but sometimes they do and we need to respect that decision.

Participation Opportunities #1 and #2 Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 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 at PA@naspovaluepoint.org - Executed Participating Addendum will be maintained in a repository. Steps to Participate are the same for Options 1 and 2: Basically the state will choose who they want to enter into a Participating Addendum with and they will negotiate their PA directly with the contractor. They have the ability to negotiate additional items into their PA, such as Administration Fees, separate reporting requirements, or unique terms and conditions specific to their state. Neither NASPO ValuePoint or Solomon, as the Lead Contract Administrator, get involved with your states negotiations. We are certainly here to answer any questions you may have, but don’t review or approve your PA. It’s only between your state and the contractor. Once the PA is executed and signed by both parties, please send a PDF copy to NASPO ValuePoint at the email listed on the slide, which is pa@naspovaluepoint.org. We will then log it and post it on the NASPO ValuePoint website.

Participation Opportunity #3 Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org An email request should be sent to info@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 NASPO ValuePoint at PA@naspovaluepoint.org - Executed Participating Addendum will be maintained in a repository. Steps to Participate for Options 3:   Basically the same steps as options 1 and 2; however, we first need that checkin and ok from the State CPO. Once we receive their ok via email, then the eligible entity is fee to negotiate directly with the contractor. One again negotiations are directly between the entity and contractor. Then they send the executed PA to NASPO ValuePoint.

PA Process Flow Chart Flow Chart:   We have this flowchart on all our contracts to help with the flow of the PA process. Everyone starts at the green box - go to the right for state level PA process and down for the check & balance with the State CPO, then they all end up being submitted to NASPO ValuePoint.

New - Participating Addendum Status Report Reports due at the end of each quarter Send via email to: sberry@naspovaluepoint.org NASPO ValuePoint will reconcile and inform you of any missing participating addendums that need to be submitted Remember to submit all completed PA’s to pa@naspovaluepoint.org Must have signatures from both parties Submit in PDF format New report to help will reconciling the PA’s we have on file. I will be sending this out to each contractor. Please submit report quarterly and to me at (email). Also, please remember to submit executed PAs in PDF format to (email).

Quick preview of the PA Status Report NASPO ValuePoint Computer Equipment Master Agreements 2014-2019 Participating Addendum (PA) Status Report Participating Addendum Types Master Agreement No.: State Level PA's   Contractor Name: County Point of Contact City Phone Higher Education email School District Report Date: Other Reporting Quarter Total Poly-Subs Reporting Year: Total PA's (Includes Completed and In-Process) Total PA's Executed (Only includes Completed PA's) Instructions: Provide status information on current Participating Addenda as of report date. State/Entity Name Contact Name Contact Phone Contact Email EntityType PA Status (In Process or Complete) PA Execution Date Notes Minnesota John Smith 916-789-4561 john.smith@state.gov State In Process <---- Example 1 Ohio Jane Blake 874-125-1254 jblake@state.gov Complete 11/1/2014 <---- Example 2 Quick preview of the PA Status Report Simple contact information for the PA entity.

Reporting Submit reports and make administrative fee payments on-time. NASPO ValuePoint master agreements have specific requirements regarding payment of administrative fees and submitting summary and detailed usage reports. Administrative Fee Reporting & Payments Contact Richard Carlson at rcarlson@naspovaluepoint.org Detailed Usage Reports Contact Kate Offerdahl-Joyce at kofferdahl@naspovaluepoint.org Richard and Kate…

eMarket Center Each contract must be represented within the eMarket Center Hosted, Punchout or Ordering Instructions Catalogs must be maintained and updated each time you submit an update to the Contract Lead Please check with Kate on current status eMarket Center Contact Kate Offerdahl-Joyce at kofferdahl@naspovaluepoint.org Kate…

Supplier Expectations Respect a state decision - If they choose not to participate, NASPO ValuePoint requires the permission of the state’s CPO for cooperation by any other entity in their state. To market goods and services in any state, you must start at the state procurement office. Remember EVERYTHING a state (and most public entities) do is PUBLIC The entity will be audited and the results of the audits will be published The entity will be subject to the politics of the moment, the subject of a hearing, examined by everyone IT IS THE TAXPAYER’S MONEY THE ENTITY IS USING Remember to respect a State’s CPO decision at what level their state want to participate. Any participation starts at the STATE level! All government agencies is a public entity, meaning documents will be audited and are open to public information. It’s taxpayers money being used to pay for the services or goods.

Supplier Expectations Cont’d Be responsive and timely to Lead State, State’s Contract Administrator and NASPO ValuePoint requests, i.e. Problems with inside and outside sales personnel Problems with orders Problems with the website Misunderstandings regarding local rules, laws and policies Outstanding issues with unhappy customers Assure timely state fee payments and reports Monitor warranty issues to ensure the issues are being completed in a timely manner Be responsive and timely when responding, with both particing entities and NASPO ValuePoint. Make timely state admin fees and any required reporting, if applicable. Ensure warranty issues are addressed and in a timely manner.

Supplier Expectations Cont’d Know the requirements of the contract and adhere to them, including the Participating Addendum Don’t add products or services that are out of scope Ensure Authorized Dealers/Partners are trained and adhere to the contract requirements Remember the Contract Holder is held responsible! Know and understand all contract requirements in the Master Agreement and PA. Do not add products or services that are not included in the contract. Make sure all authorized dealers/partners also know and understand contract requirements; remember the Contractor is held responsible for the dealers/partners.

NASPO Exchange Meeting The How to Market to State Governments Meeting has a new name: NASPO Exchange March 12-14 in St. Louis, Missouri Learn through dedicated and targeted education on current trends in state procurement Partner with state government representatives on public procurements that are effective, efficient, transparent and fair Network throughout the conference in one-on-one meetings, roundtables and collaborative projects If you have not attended or heard about the NASPO Exchange Meeting, formerly “How to Market to State Government Meeting”, this is a great way to meet and talk with all State CPO’s and learn the how to work with each state. It’s March 12-14 in St. Louis MO. All suppliers are welcome to attend.

Questions Shannon Berry, CPM Cooperative Development Coordinator NASPO ValuePoint (775) 720-3404 sberry@NASPOValuePoint.org Pacific Time Zone Questions We’ll take a short break and then begin the one-on-one meetings. Thank you!