1. OGS Procurement Services Group 2007 State Purchasing Forum IT Procurement

2. 2007 State Purchasing Forum – IT Procurement Presenters’ Contact Information Barbara Henderson Procurement Services Group Office of General Services barbara.henderson@ogs.state.ny.us (518) 473-9057 OGS Website: www.ogs.state.ny.us Kathy McAuley Procurement Services Group Office of General Services kathy.mcauley@ogs.state.ny.us (518) 486-6812

3. 2007 State Purchasing Forum – IT Procurement 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 Purpose

4. 2007 State Purchasing Forum – IT Procurement Barbara Hardware IT Services Kathy Software Database Bank Card Services Assistive Technology Aggregate Purchasing Initiative Telecommunications Security

5. 2007 State Purchasing Forum – IT Procurement Hardware IT Services Assistive Technology Aggregate Purchasing Initiative IT Procurement

6. 2007 State Purchasing Forum – IT Procurement PCs, Storage, Printers, Enterprise Servers Established Minimum Qualifications to Participate Centralized Terms and Conditions Continuous Recruitment Hardware Contracts

7. 2007 State Purchasing Forum – IT Procurement 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 Benefits

8. 2007 State Purchasing Forum – IT Procurement Continuous Recruitment Uniform Terms and Conditions Maximum Not To Exceed Pricing (at the contract level) IT Services

9. 2007 State Purchasing Forum – IT Procurement 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 Benefits

10. 2007 State Purchasing Forum – IT Procurement 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) E-Learning Training

11. 2007 State Purchasing Forum – IT Procurement 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 April 2007 Aggregate PC Purchase Initiative

12. 2007 State Purchasing Forum – IT Procurement 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 Benefits of Aggregate PC Purchasing

13. 2007 State Purchasing Forum – IT Procurement IT Procurement Software Database Bank Card Services Telecommunications

14. 2007 State Purchasing Forum – IT Procurement NYS Terms and Conditions to Protect Users + Competition Completed for the Users = Allows for “Best Value” Advantages to Statewide Technology Contracts

15. 2007 State Purchasing Forum – IT Procurement 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 Continuous Recruitment

16. 2007 State Purchasing Forum – IT Procurement What’s Involved? Request for Proposals - Weighting of Criteria > Technical Requirements > Cost - Award(s) Based on Best Value Request for Proposal

17. 2007 State Purchasing Forum – IT Procurement 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” Tips on How to Use

18. 2007 State Purchasing Forum – IT Procurement 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 Software

19. 2007 State Purchasing Forum – IT Procurement Software Contract Sales

20. 2007 State Purchasing Forum – IT Procurement 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 Database

21. 2007 State Purchasing Forum – IT Procurement 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 Bank Card Services

22. 2007 State Purchasing Forum – IT Procurement Electronic Value Transfer

23. 2007 State Purchasing Forum – IT Procurement 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. 2007 State Purchasing Forum – IT Procurement Multiple Award Comprehensive Procurements: Radio Communications Equipment Security Systems and Solutions Comprehensive Telecommunications Services Comprehensive Telecommunications Equipment Telecommunications Contracts: The Future

25. 2007 State Purchasing Forum – IT Procurement 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 Features

26. 2007 State Purchasing Forum – IT Procurement Questions and Answers ?

27. 2007 State Purchasing Forum – IT Procurement Presenters’ Contact Information Barbara Henderson Procurement Services Group Office of General Services barbara.henderson@ogs.state.ny.us (518) 473-9057 OGS Website: www.ogs.state.ny.us Kathy McAuley Procurement Services Group Office of General Services kathy.mcauley@ogs.state.ny.us (518) 486-6812