DAS SPO Representative Lena Ferris DAS EISPD Representatives Nick Betsacon Paula Newsome
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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
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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. Agenda. Overview: ERMS Procurement ERMS Ecosystem EMC Products and Services - PowerPoint PPT Presentation
Transcript of DAS SPO Representative Lena Ferris DAS EISPD Representatives Nick Betsacon Paula Newsome
Use of Oregon Statewide Electronic Records Management Systems (ERMS) Price & Services Agreements (PSA)
DAS SPO Representative Lena Ferris
DAS EISPD RepresentativesNick BetsaconPaula Newsome
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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
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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.
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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.
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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) 378-3001 [email protected]
Overview: ERMS Procurement
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ERMS Procurement Ecosystem
Purchasing Agencies
Oversight Agencies
Software Manufacturers
Price and Services Agreements
Trusted Local Consultants
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EMC Products and Services
Mark Pahl senior account executive
503-431-6240
Jason Smith senior account mgr/CM&A
425-748-3239
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ERMS Procurement Lifecycle
SelectSolution
Install / Configure Solution
MigrateData to
Solution
Train Staff andDeploy / Operate / Optimize Solution
Gather Requirements
MultipleStatewide
ERMS Price & Services
AgreementsAwardedBy SPO
2. WOCOpportunityReleased toContractorPool for Responses.
5. Selected Contractor WOC Executed.
1. AP Request forERMS SW
and Services
3. Screen and SelectBest ValueContractor according toBVACriteria.
4. AP worksWith theselected Contractor tonegotiate aFinal 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.
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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
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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
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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
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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
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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)
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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)
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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
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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.
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Contact Information
State Procurement Office (SPO) Representative Lena Ferris
(503) 378-3001 [email protected]
Enterprise Information Strategy and Policy Division (EISPD) Representatives
Nick Betsacon (503) 378-3052 [email protected]
Paula Newsome (503) 378-4138 [email protected]
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