IT Umbrella Manufacturer And Distributor Contracts

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co-sponsored byIT Umbrella Manufacturer andDistributor ContractsCase Studies in How to ProcureIT ProductsApril 30 & May 1, 2019#2019NYGovBuy@NYSPro@nysprocurement

#2019NYGovBuy@NYSPro@nysprocurementPresenters OGS Procurement ServicesØ Sean McManusØ Jordan MarryottØ Alexis BredenkoØ Jessica LaFlamme NYC Department of Information Technology &Telecommunications (DoITT)Ø Rachel Laiserin2

#2019NYGovBuy@NYSPro@nysprocurementRestricted Period Currently In EffectWhat is a Restricted Period?This is the time between when a solicitation is released and the contract isawarded. During this time, make sure to direct your questions to thedesignated contacts.Designated Contact EmailManufacturer Based IT Umbrella:PS SW ITF@ogs.ny.govOGS Restricted Periods curement-designated-contacts3

#2019NYGovBuy@NYSPro@nysprocurementAgenda1. IT Centralized Contract Suite Overview2. The Umbrella Manufacturer Contract3. Aggregate Buys4. The Umbrella Distributor Contract5. Case Study6. Question & Answer4

5IT CentralizedContract SuiteOverview#2019NYGovBuy@NYSPro@nysprocurement

#2019NYGovBuy@NYSPro@nysprocurementIT Centralized Contract Suite Overview§ HBITS – Hourly Based IT Services§ PBITS – Project Based IT Consulting Services§ IT Manufacturer Based Umbrella§ Aggregate Buys§ IT Distributor Based Umbrella6

#2019NYGovBuy@NYSPro@nysprocurementIT Centralized Contract Suite FeaturesThe contracts are designed to:1.Offer a wide variety of products and services§Whatever your IT needs, there’s an IT centralized contract for you2.Level the playing field§Terms and conditions for all vendors in each contract group are thesame3.Utilize standardized forms and templates§ Uniform templates and forms to make the request for quote (RFQ)process more streamlined for Authorized Users (AUs)7

8IT ysprocurement

#2019NYGovBuy@NYSPro@nysprocurement9Umbrella Manufacturer Contract OverviewContract Breakdown:§ Lot 1 – Software§ Lot 2 – Hardware§ Lot 3 – Cloud§ Lot 4 – Implementation

#2019NYGovBuy@NYSPro@nysprocurement10Product and Services OfferedLot 1 – SoftwareLot 2 – HardwareLot 3 – CloudLot 4 - ImplementationSoftware LicensesLaptops / DesktopsEnterprise CloudImplementation of Lot 1-3Software MaintenanceServersFleet ManagementCustomized TrainingSoftware InstallationPrinters*Network MonitoringBusiness Process AnalysisConfiguration ServicesElectronic Whiteboards*Cloud Solution SupportData ConversionPre-Packaged TrainingAppliancesMaintenance of CloudProgramming ServicesFleet ManagementUPS Systems*Self-Service Portal*Legacy Maintenance*Telecom HardwarePre-Packaged Training

#2019NYGovBuy@NYSPro@nysprocurement11Umbrella Manufacturer Contract Overview141 Contractors:§ 70 Contractors from original contract§ 71 new contractors from first Periodic Recruitment (PR1)§ PR2 is anticipated and will add new manufacturers as a result605 Resellers including the following designations:§SBE – 213 vendors§MBE – 62 vendors§WBE – 69 vendors§SDVOB – 14 vendors

#2019NYGovBuy@NYSPro@nysprocurement128x8 Inc * Accenture LLP * Acquia Inc * Admit Computer Services Inc * Aerohive Network Inc * AgileAssets Inc * ALE USA Inc * Applied Voice & SpeechTechnologies Inc * Arista Networks Inc * AskReply Inc d/b/a B2Gnow * Assetworks LLC * AT&T Corp * AutoMon LLC * Avaya Inc * Aver Information Inc * AviatUS Inc * BMC Software Inc * Buffalo Computer Graphics Inc * Business Purchasing Solution LLC d/b/a SpendBridge * Canon USA Inc * Carahsoft TechnologyCorporation * Center for Internet Security Inc * Centripetal Networks Inc * CenturyLink Communications LLC * CGI Technologies and Solutions Inc. * CheckPoint Software Technologies Inc * Ciena Government Solutions Inc * Cisco Systems Inc * Citrix Systems Inc * Colyar Technology Solutions LLC * CompulinkManagement Center Inc d/b/a Laserfiche * Compuware Corporation * Contemporary Computer Services Inc * ConvergeOne Inc (formerly known as Annese &Associates Inc) * Crowdstrike Inc * Currier McCabe and Associates Inc d/b/a CMA Consulting Services * Cylance Inc * Dataminr Inc * Dell Marketing LP *DiRAD Technologies Inc * Docker Inc * DocuSign Inc * Eccentex Corporation * EMC Corporation d/b/a EMC of Massachusetts * Enforcement Video LLC d/b/aWatchGuard Video * Enterprise Services LLC (formerly known as HP Enterprise Services LLC) * Environmental Systems Research Institute Inc d/b/a ESRI *Ergotron Inc * Extreme Networks Inc * F5 Networks Inc * FireEye Inc * ForeScout Technologies Inc * Fortinet Inc * Fujitsu America Inc * GenesysTelecommunications Laboratories Inc * Getac Incorporated * Google LLC * Granicus LLC d/b/a Granicus (formerly known as GovDelivery Inc) * Hewlett-PackardEnterprise Company * Hitachi Data Systems Corporation * HP Inc * ImageWork Technologies Corporation * Impulse Point * Info Tech Inc * Infor Public SectorInc * Information Builders Inc * International Business Machine d/b/a IBM * Intralogic Solutions Inc * Juniper Networks (US) Inc * Kinney Management ServicesLLC * Konica Minolta Business Solutions USA Inc * Kova Corp * Kronos Incorporated * Kyocera Document Solutions America Inc * LCPtracker Inc * Lenovo(United States) Inc * Lenovo Global Technology (United States) Inc * Lexmark International Inc * LoadSpring Solutions Inc * Lumen Inc * Micro Focus SoftwareInc * MicroStrategy Services Corporation * Mitel Cloud Services Inc * Mutualink Inc * NaviSite Inc * NEC Corporation of America * NetApp Inc * NICE SystemsInc * Niche Technology Inc * Nimble Storage Inc * Nokia of America Corporation (formerly known as Alcatel Lucent USA Inc) * NTT Data Inc * Okta Inc * OpenText Inc * Oracle America Inc * Palo Alto Networks Inc * Panasonic Corporation of North America d/b/a Panasonic System Communications * Pitney BowesSoftware Inc * Pluralsight LLC * Polycom Inc * Pure Storage Inc * RedSky Technologies Inc * RGB Systems Inc * Ricoh USA Inc * RingCentral Inc * RuckusWireless Inc * SailPoint Technologies Inc * Samsung Electronics America Inc * SAS Institute Inc * Schneider Electric IT USA Inc * SecureAuth Corporation *Sedara LLC * Seneca Data Distributors Inc * Sharp Electronics Corporation * ShoreTel Inc * Siteimprove Inc * Skyline Network Engineering LLC d/b/a SkylineTechnology Solutions * Socrata Inc * Sophos Inc * Source Code Corporation * Splunk Inc * Storage Engine Inc * TeamDynamix Solutions LLC * Technolutions Inc* Tequipment Inc * Teradata Operations Inc d/b/a Teradata Government Systems LLC * Tintri Inc * Toshiba America Business Solutions Inc * TrippeManufacturing Company d/b/a Tripp Lite * TriTech Software Systems * Unisys Corporation * Universal Management Technology Solutions Inc d/b/a UniversalManagement Solutions * Varonis Systems Inc * Verizon Business Network Services Inc * Versaterm Inc * Vertiv Corporation (formerly known as LiebertCorporation) * VMWare Inc * Webair Internet Development Company Inc * Widepoint Integrated Solutions Corporation * Xerox Corporation d/b/a Xerox *Zebra Technologies International LLC

#2019NYGovBuy@NYSPro@nysprocurement13

#2019NYGovBuy@NYSPro@nysprocurementRFQ Process Overview1. Develop your RFQ2. Release your RFQ3. Conduct a Question & Answer (optional)4. Collect RFQ Responses5. Evaluate RFQ Responses6. Make a Final Determination7. Notify all Contractors / Resellers who responded8. Develop your Authorized User Agreement14

#2019NYGovBuy@NYSPro@nysprocurementDevelop Your RFQ Consult Appendix G.a - How to Use theManufacturer Umbrella Contract Identify the type of product or service are youlooking to procure Is there a specific SKU in mind? Is this a basic request for quote or a complexrequest for quote? Does the product or service include cloud?15

#2019NYGovBuy@NYSPro@nysprocurementRelease Your RFQ Does the desired manufacturer have at least fiveresellers? Use the listing of contractors & resellers found onthe web to copy and paste email addresses Make sure all applicable attachments are included If a contractor or reseller asks a question, makesure the response is provided to all potentialbidders16

#2019NYGovBuy@NYSPro@nysprocurementCollect and Evaluate RFQ Responses Collect at least three responsive proposals Quotes must be evaluated based on the RFQ’s predefined methodology Check the applicable contractor pricelist to ensurethe products are on contract and the prices areacceptable17

#2019NYGovBuy@NYSPro@nysprocurementMake a Final Determination / Close Out The winning bidder will be the one that met thebasis of award outlined in the RFQ Notify all contractors and resellers who responded Develop your Authorized User Agreement Follow your organizations policy and procedures toexecute the transaction18

19Aggregate Buys#2019NYGovBuy@NYSPro@nysprocurement

#2019NYGovBuy@NYSPro@nysprocurementUmbrella Manufacturer – Aggregate BuysAggregate Buys are centralized RFQs completed by OGSfor products that are determined to be in high demand. Thisprocess:§ Encourages contractors to offer higher discounts due to a largeprojected spend§ Creates an agreement which can be utilized by AuthorizedUsers thereby eliminating the RFQ process for Authorized Users§ Allows purchases of these products to be made by submitting aPO directly to the awarded contractor20

#2019NYGovBuy@NYSPro@nysprocurementUmbrella Manufacturer – Aggregate BuysAggregate buys OGS has completed:1. RFQ 18-01: Aggregate Hardware Buy2. RFQ 18-02: Law Enforcement RecordsManagement System3. RFQ 16-2: Hosted Contact CenterThe suite of aggregate buys will be expanded astime allows and customer demand requires21

#2019NYGovBuy@NYSPro@nysprocurement22Umbrella Manufacturer – Aggregate BuysThe following configurations are part of RFQ 18-01:1. VDI PC7. Workstation PC2. Enterprise Desktop8. Education Desktop3. Enterprise Notebook9. Education Notebook4. All – in- One10. Chromebook Low (Non-Touch)5. Non-Convertible Tablet11. Chromebook Touch6. Convertible Tablet12. Unbundled Displays

3

#2019NYGovBuy@NYSPro@nysprocurement24Umbrella Manufacturer – Aggregate Buys

#2019NYGovBuy@NYSPro@nysprocurement25Umbrella Manufacturer – Aggregate Buys

#2019NYGovBuy@NYSPro@nysprocurement26Umbrella Manufacturer – Aggregate Buys

#2019NYGovBuy@NYSPro@nysprocurement27Umbrella Manufacturer – Aggregate Buys

#2019NYGovBuy@NYSPro@nysprocurement28Umbrella Manufacturer – Aggregate Buys

29IT sprocurement

#2019NYGovBuy@NYSPro@nysprocurementUmbrella Distributor Overview Five contractors (distributors) – large account resellers§§§§§Dell Marketing LPIC Logic Inc. d/b/a USAT CorpInsight Public Sector Inc.PCMG Inc.SHI International Corporation Lots:§§Lot 1 – SoftwareLot 2 - Hardware30

#2019NYGovBuy@NYSPro@nysprocurement31Umbrella Distributor Overview§Distributor (Contractor) – Large account reseller of theproduct§Manufacturer – Maker of the product OGS has a signed contract with the distributor (contractor), notthe manufacturer Authorized users enter into an agreement with the distributorthrough the RFQ process, and the distributor enters into anagreement with the manufacturer

#2019NYGovBuy@NYSPro@nysprocurementUmbrella Distributor Overview Similar to the expired miscellaneous softwarecontract, but with a hardware lot Cloud products are excluded from this contractoOn-premise products with cloud options can bepurchased, but authorized users must not use thecloud options32

#2019NYGovBuy@NYSPro@nysprocurementUmbrella Distributor Overview Authorized users can solicit quotes for IT relatedsoftware or hardware as long as the productmanufacturer doesn’t hold another OGS contract forthe same product (example: umbrella manufacturer,etc) The prohibited lists specify the manufacturers availablethrough another OGS contract. There are separateprohibited lists for each Lot Distributors cannot sell their own products33

#2019NYGovBuy@NYSPro@nysprocurementQuestion: Can I buy this product on the umbrelladistributor contract?Answer: You can buy it on the distributor contract if:1) The product is non-cloud IT software or hardware2) The manufacturer is not listed on the prohibited list34

#2019NYGovBuy@NYSPro@nysprocurementUmbrella Distributor Price Lists Distributor Price Lists have Cost-Plus/Cost-Minus Percentages Cost-Plus: Percentage added to the amount the contractor paysthe vendor. Example:ooo Contractor pays 100 for the productCost-Plus Percentage: 5%Cost to the Authorized User 105Cost-Minus: Percentage subtracted from the amount thecontractor pays the vendor. Example:oooContractor pays 100 for the productCost-Minus Percentage: 5%Cost to the Authorized User 9535

#2019NYGovBuy@NYSPro@nysprocurementUmbrella Distributor RFQ Process1) Request for quotes (RFQ) are used to get pricing fromdistributors on contract - awards must be made on lowest price2) RFQs are mandatory and must be sent to all five contractors3) On the distributor website:§ RFQ templates§ How to use§ Contractor mailing list36

#2019NYGovBuy@NYSPro@nysprocurement37Umbrella Distributor RFQ Process Authorized users are encouraged to use the RFQ templateso Designed specifically for the distributor contracto Provides consistency for the contractorso If using your own template, be sure it references Group 73600, Award22876 Information Technology Umbrella Contracts – Distributor Based(Statewide). Be sure that your own template contains all the informationin the distributor template.o Information for contractors should be included in the Scope section of theRFQ so all contractors receive the same information

#2019NYGovBuy@NYSPro@nysprocurement38Umbrella Distributor RFQ Process Authorized users can add additional terms and conditions to theRFQo Language for holding pricing can be added to the RFQ. There is samplelanguage about holding pricing in t

Technologies Inc * Arista Networks Inc * AskReply Inc d/b/a B2Gnow * Assetworks LLC * AT&T Corp * AutoMon LLC * Avaya Inc * Aver Information Inc * Aviat US Inc * BMC Software Inc * Buffalo Computer Graphics Inc * Business Purchasing Solution LLC d/b/a SpendBridge * Canon USA Inc * Carahsoft Technology

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