Jennifer McCaulla State of Oklahoma OMES Central Purchasing

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Presentation transcript:

Jennifer McCaulla State of Oklahoma OMES Central Purchasing Construction Equipment MULTI STATE CONTRACT Jennifer McCaulla State of Oklahoma OMES Central Purchasing

Tim Hay, NASPO ValuePoint Sourcing Team Nebraska Louisiana Dianna Gilliland Tommy Politz Annette Walton Joshua Marcellino Florida Texas Ashley Balkcom Weaver Jackson Tim Hay, NASPO ValuePoint

Purpose To establish multiple Master Agreements in Construction Equipment: State governments (including departments & agencies) Institutions of higher education Political subdivisions (i.e., colleges, school districts, counties, cities, etc.) The District of Columbia & territories of the United States And other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”). To establish multiple Master Agreements for the purchase of Parks & Recreation Equipment and Related Services by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Columbia, territories of the United States, and other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).

Benefits of Agreements Nationwide awards. Nationwide coverage, with dealer support in every state. Fixed discount off their most current MSRP. Brand new portfolio for NASPO ValuePoint. Reduced redundancy for states by having multiple contractors for states to select from. Diverse selection of equipment (compact and full size) to choose from.

Initial one year, with a four year renewal option RFP Process RFP Process Date RFP Advertised May 25, 2017 Questions / Requests for Clarification Due June 14, 2017 Answers / Clarification Issued June 27, 2017 Closing (Proposals Due) July 27, 2017 Evaluation Period August 1 – Sept. 20 Notice of Award April 10, 2018 Award Protest Period Ends July 23, 2018 Contract Term Initial one year, with a four year renewal option Contract Start/End 4/11/2018 – 4/10/2023

RFP Process continued  Proposals Received: 8  Evaluation of proposals by sourcing team  5 Vendors awarded

Evaluation Criteria Evaluation Category 1000 Maximum Points Possible Technical/administrative 30% 300 points Management and Leadership 30% 300 points Cost References 10% 100 points The team of 5 members met in Oklahoma City to review the eight proposals received and selected five proposers for award.

Equipment Available Wheel Loaders Motor Graders Telehandlers Tracked Loaders Wheel Loaders Motor Graders Telehandlers Site Dumpers Articulated Dump Haulers Backhoes Skid Steers Track Excavators Wheeled Excavators Dozers

Contract Details Pricing: Master Agreement pricing reflects discounts off the most current Manufacturer Suggested Retail Price. Lease/Purchase: Lease/Purchase is an option under this contract. Refer to your state’s Participating Addendum for specific leasing details and requirements. Shipping Terms: FOB Destination, freight pre-paid add to the invoice as separate line item. AK and HI, Shipping is FOB Destination, freight pre-paid and added to the invoice to the nearest port in the contiguous United States.

Awarded Vendors Contract Number Contact Name Contact Phone/ Email OK-SW-192 Tony Simpson 262-636-6576 Tony.Simpson@Casece.com Randy Fuss 701-241-8746 Randy.Fuss@Doosan.com Richard Murga 309-765-0260 MurgaRichard@johndeere.com Wayne Crow 717-355-1683 Wayne.Crow@NewHolland.com

Participating Addendum (PA) Considerations If a state allows, the Terms and Conditions provide for PA’s to survive the expiration date of the Master Agreement. Therefore, it is recommended that the PA include an expiration date. Some dealers may offer seasonal incentive, over-stock or multi-unit discounts Master agreements allow for lease/purchase of equipment; terms of lease/purchase should be specified in the PA. Authorized dealers should be identified in the PA.

Questions? Contract Lead: Jennifer McCaulla Oklahoma Phone(405) 521-4772 Jennifer.McCaulla@omes.ok.gov .

Participating Addendum PROCESS

Participating Addendum Process All 50 states and The District of Columbia have executed the Memorandum Of Agreement allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement. 14

Participating Addendums Through the Participating Addendum States/Entities may: Select Contractors Include their own State Administrative Fee Include required (unique) terms and conditions Identify options for States or their political subdivisions Request state-specific reporting or other requirements

Consider a Strategic Approach When Selecting Contractors ValuePoint’s practice is to award to multiple suppliers in order to provide sufficient coverage for all states, allow states selection options to complement embedded base goods/services and compatibility, and allow selection of suppliers near to or resident in your states. You may join all contracts for a particular portfolio or select from the awardees as you choose.

A Sourcing Strategy may include Market Analysis Needs Analysis Match Market & User Needs Determine Souring Method Risk Analysis Measure Performance Spend Analysis

Spend Analysis Spend Analysis Spending by agencies & to suppliers –fragmentation or leakage? Quantities – current and forecasted Current and historic pricing Other market related costs Cycles, Frequencies, and Trends Is there potential for reduction, substitution, consolidation, demand management? Leverage your total spend volume Spend Analysis

Needs Analysis Needs Analysis What do users need now and future? Does product or service need to improve or change? Is it possible to create a better user experience? What does success look like? Define, document and report. Business objective alignment Improve order/delivery? Consider developing a state specific core list to reflect high-usage items to leverage better prices for the things you buy most often Needs Analysis

Market Analysis Market Analysis Who’s in the market, leading and weak suppliers? ValuePoint suppliers are world class Would they work for you?

Smart Sourcing via ValuePoint Contracts You can sign PAs with all ValuePoint suppliers Some suppliers offer additional price concessions if you sign exclusively with them You can leverage all of your spend with one or a few suppliers No. Create your own market basket or SOW and ask ValuePoint suppliers to price those items/services only Sign a PA with the supplier(s) who offers the best prices for what you actually buy Do you need everything offered under a Master Agreement? OR

Consider Holding a Bake Off To fine tune for specific project work, you may choose all or several master agreement holders to give you a secondary proposal on your specific project and select the best proposal to sign a PA with. As long as the process does not diminish the master agreement terms and is within the scope of the award, you are free to consider the strength of the team, cost, and other factors relevant to your selection process to get the best match for your specific project. Advantages Doubly strong competition Best fit possible for your state  A fraction of the resources needed to bid it yourself

Business Scan Legal Scan Political Scan Risk Mitigation Before using any cooperative’s contracts or signing any PA, we recommend you conduct three scans

Participating Addendum Process Every legally eligible entity in the state can participate State signs a PA for the entire state Every legally eligible non-state entity can participate State signs a PA for non-state entities Political subdivisions wishing to participate may contact the ValuePoint Education & Outreach Team who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum. Individual entity PA adopted with CPO Approval 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. 24

Participating Addendum Document Model PA Documents located under each contractor. We encourage everyone to use this form as the starting document. Don’t attach your standard boiler. Only add terms and conditions specific to your state and NOT already included in the Master Agreement. If you use your own form of PA, please ensure all the terminology is correct and current and there are no conflicts with the terms and conditions of the Master Agreement.

Participation Opportunity #1 Step by Step: Entire State 5. State sends fully executed copy to both contractor and ValuePoint at PA@naspovaluepoint.org Contractor signs PA and sends back to state for signature. 4. State completes the draft PA 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. 3. State Chief Procurement Officials (or designated representative) will be the signatory on the PA. They will also be the NASPO ValuePoint point of contact throughout the process. 2. 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. 1. States will contact contractors directly to begin the Participating Addendum process. Participating Addendum templates are available at www.naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

Participation Opportunity #2 Step by Step: Non State Entities 6. Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org 5. Contractor signs Participating Addendum and sends back to entity for signature. 4. 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. 3. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. 2. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a PA. 1. 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. Participating Addendum templates are available at www.naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

PA Process Flow Chart

Do not forward to NASPO ValuePoint. State Executed vs Polysub Executed PA’s If a state has executed a Participating Addendum that allows for Political Subdivision’s to conduct purchases, NASPO ValuePoint discourages individual entities and contractors from executing a separate or additional Participating Addendum. If a Political Subdivision needs to execute a separate contractual document, that contractual document should be maintained at the political subdivision level. Do not forward to NASPO ValuePoint.

Things to Remember Sample PA’s are located on the NASPO ValuePoint Website under each master agreement portfolio. 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 The Lead State and NASPO ValuePoint do not get involved with negotiations. Only submit completed and negotiated PA’s with signatures from both parties. Submit completed PA’s in PDF Format. 30

QUESTIONS? Contact the Lead State or our NASPO ValuePoint Cooperative Development Coordinator if there are any questions about our expectations! *Tim Hay NASPO ValuePoint Cooperative Development Coordinator thay@NASPOValuePoint.org (503) 428-5705 * NASPO ValuePoint Contact for these Master Agreements. 31

Thank You!