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

2. 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 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 contracts.

3. 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…

4. 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…

5. Marketing of Contract
Contact the Lead State or the NASPO ValuePoint team at 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 to 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 of any updates to contracts or new solicitations/projects being released.

6. 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.

7. 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.

8. Participation Opportunities #1 and #2
Step by Step:
Participating Addendum templates are available on each Master Agreement page on
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 - 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 listed on the slide, which is We will then log it and post it on the NASPO ValuePoint website.

9. Participation Opportunity #3
Step by Step:
Participating Addendum templates are available on each Master Agreement page on
An request should be sent to from entity ( may also be sent from contractor). The needs to provide the following details: main point of contact from entity, full name of entity, phone number, address and physical address.
NASPO ValuePoint will State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum.
NASPO ValuePoint will 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 - 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 , 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.

10. 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.

11. New - Participating Addendum Status Report
Reports due at the end of each quarter
Send via to:
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
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 ( ).
Also, please remember to submit executed PAs in PDF format to ( ).

12. Quick preview of the PA Status Report
NASPO ValuePoint Computer Equipment Master Agreements
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
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
EntityType
PA Status (In Process or Complete)
PA Execution Date
Notes
Minnesota
John Smith
State
In Process
<---- Example 1
Ohio
Jane Blake
Complete
11/1/2014
<---- Example 2
Quick preview of the PA Status Report
Simple contact information for the PA entity.

13. 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
Detailed Usage Reports
Contact Kate Offerdahl-Joyce at
Richard and Kate…

14. 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
Kate…

15. 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.

16. 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.

17. 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.

18. NASPO Exchange Meeting
The How to Market to State Governments Meeting has a new name: NASPO Exchange
March 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 in St. Louis MO.
All suppliers are welcome to attend.

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