Use of Oregon Statewide Electronic Records Management Systems (ERMS) Price & Services Agreements (PSA) DAS SPO Representative Lena Ferris DAS EISPD Representatives Nick Betsacon Paula Newsome

2 Agenda Overview: ERMS Procurement ERMS Ecosystem EMC Products and Services Procurement Lifecycle Process for Acquiring ERMS Software and Services Flowchart Diagram Develop/Document Selection Criteria Work Order Contract Negotiations Contact Information

3 Overview: ERMS Procurement Statewide procurement effort to produce multiple price agreements with DoD-certified ERMS Software Manufacturers 3 Suppliers selected for PSA 1 PSA now in place with EMC. Currently negotiating PSAs with HP/ CA.

4 Overview: ERMS Procurement Purchase ERMS software or professional services – or both. Buy complete or partial systems with the ability to add to current systems. Acquire the full spectrum of ERMS-related professional services. Through “Special Procurements” DAS may conduct a “refresh process” to allow additional DoD-Certified ERMS software manufacturers to secure PSAs in the future. Periodic refresh process conducted no more frequently than once per year.

5 Multiple price agreements will be managed through Best Value Analysis (BVA) within the pool of PSA contractors Purchasing agencies are currently able to directly negotiate with EMC. Term of Agreement Executed July 31, 2009 for an initial 2-year term 10-year Maximum Duration (subject to Refresh Process) Authorized Purchasers PSAs are available to all state and local government organizations. Oregon Cooperative Purchasing Program (ORCPP) State Contract Administrator Lena Ferris, DAS SPO (503) Overview: ERMS Procurement

6 ERMS Procurement Ecosystem Purchasing Agencies Oversight Agencies Software Manufacturers Price and Services Agreements Trusted Local Consultants

7 EMC Products and Services Mark Pahl senior account executive Jason Smith senior account mgr/CM&A

8 ERMS Procurement Lifecycle Select Solution Install / Configure Solution Migrate Data to Solution Train Staff and Deploy / Operate / Optimize Solution Gather Requirements

Multiple Statewide ERMS Price & Services Agreements Awarded By SPO 2. WOC Opportunity Released to Contractor Pool for Responses. 5. Selected Contractor WOC Executed. 1. AP Request for ERMS SW and Services 3. Screen and Select Best Value Contractor according to BVA Criteria. 4. AP works With the selected Contractor to negotiate a Final WOC. ORPIN Notice* Statement of Work Submission requirements Best Value Analysis (“BVA”) criteria. Depending upon AP contracting authority, SPO and the Purchasing Agency Execute WOC with the Contractor. Process should comply with applicable rules and policies concerning legal sufficiency review and approval. Process for Acquiring ERMS Software and Services SPO and AP participate together in evaluating responses according to AP’s delegated contracting authority. *ORPIN or the applicable procurement notice process.

10 Develop and Document Written Selection Criteria Standard of quality, performance, functionality, and other characteristics required to determine best value May consider operating environment, quality/functionality of product, cost, past performance and history, skill, expertise in specialty area, and availability For contracts under $5K Select Contractor based on selection criteria and document file. Process for Acquiring ERMS Software and Services

11 For contracts between $5K and $150K Contact all ERMS PA Contractors and request offer based on selection criteria Score responses Select Contractor and document file If Contract exceeds $75K, issue Information Resource Request to EISPD If Contract exceeds $100K, request legal sufficiency approval (per OAR Chapter 137 Division 45) Issue Work Order Contract to Contractor Process for Acquiring ERMS Software and Services

12 For contracts above $150K Contact all ERMS PA Contractors and request offer based on selection criteria Score responses Select Contractor and document file If Contract exceeds $75K, issue Information Resource Request to EISPD Forward documents to DAS SPO via the ORPIN System SPO will request legal sufficiency approval (per OAR Chapter 137 Division 45) SPO will Issue negotiated WOC to Contractor Process for Acquiring ERMS Software and Services

13 Agencies not subject to DAS authority may select a Contractor according to the statutes, rules, and policies that apply to them. Process for Acquiring ERMS Software and Services

14 WOC Sections A and B Section A - Work Order Contract Terms and Conditions applies to all purchases. 8: Limitation of Liability – select amount based on negotiations with Contractor. Check with DOJ & Risk Mgt. 21 is a form to list the Products and Services to be purchased. Section B – For Software only or Software and Maintenance only (no other services) 4: Delivery – select acceptable mode of delivery Work Order Contract (WOC)

15 WOC Sections C and D Section C – For Services only or Software and Services (no software only or software and maintenance only) 2.1.2: Delivery – select appropriate mode of delivery Exhibit A: Statement of Work – will spell out special terms, tasks, responsible parties, products and deliverables required, schedule, and remedies  Contractor may help you build the Statement of Work Section D – Signatures apply to all purchases. Work Order Contract (WOC)

16 Permissive WOC Negotiations Designation of Authorized Purchaser and its authorized representative Contractor key personnel Itemization of Products and Services ordered; Payment retention amounts Statement of work for Services Delivery schedules in accordance with the terms of the Price Agreement; Deliverables based payment schedules Warranty period length

17 Permissive WOC Negotiations Applicability statements for the following Work Order Contract exhibits: (a) License for COTS Software (b) Hosting agreement, (c) Maintenance and support agreement, (d) Escrow agreement, (e) Provisions required by federal law, and laws and regulations specific to the Authorized Purchaser and applicable to the Work Order Contract; the exhibit specifying the laws and regulations specific to the Authorized Purchaser and applicable to the Work Order Contract; the exhibit specifying the hosting agreement to the Work Order Contract; location at which Contractor will perform Services and invoicing address.

18 Contact Information State Procurement Office (SPO) Representative Lena Ferris (503) Enterprise Information Strategy and Policy Division (EISPD) Representatives Nick Betsacon (503) Paula Newsome (503)