ITS:

1
Capitalizing on Business Procurement
Opportunities Conference Selling Information
Technology Services Equipment to Mississippi
Agencies
May 5, 2009 Jackson, Mississippi
2
What is ITS?
ITS is a state agency that helps Mississippis
Government and Educational entities purchase,
implement and benefit from technology.
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ITS Purview

• State Agencies
• Institutions of Higher Learning
• Other political subdivisions (e.g. cities,
  counties, K-12 Schools, Community Colleges), on
  request

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Scope of Procurement Oversight

• All information technology (including
  telecommunications)
• Hardware, software, and services

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Competitive Bids

• IT hardware, software, and services costing in
  excess of 50,000 must be advertised and awarded
  based on sealed bids/proposals.
• (Code Section 25-53-5 (o))
• Bid requirement determined by total lifecycle
  cost of project

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What is a Project?

• Why define a project?
• EPL limits
• Bid requirements and splitting purchase orders
• ITS Director Approval limits
• Project Lifecycle Cost (Handbook 005-400)
• Guidelines for defining a project (Handbook
  005-600)

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Do You Always Need a Bid?

• Up to 5,000 - just buy it.
• Between 5,000 and 50,000, you need 2
  competitive written quotes.
• Over 50,000 needs a bid or RFP. All ITS RFPs,
  including ITS Express Products Lists (EPLs),
  qualify.
• IT Services are part of ITS law and fall under
  these bid limits if under ITS purview.

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All ITS RFPs Advertised

• Free download from ITS Websitehttp//www.its.ms.
  gov
• Advertised on MS Procurement Technical Assistance
  Program Websitehttp//www.mscpc.com
• Advertised in Clarion Ledger on Tuesdays
• Vendor has responsibility for checking for
  advertisements

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Procurement Types and Instruments

• ITS uses different types of RFPs or bids.
• Express Products Lists (EPLs)
• General Request for Proposals (RFPs)
• Project Specific RFPs

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What is an Express Products List (EPL)?

• A multi-vendor, catalog-type award for technology
  items.
• EPLs meet Mississippis requirement for legal
  purchases.
• Delegated purchasing authority.
• Customers can use EPLs with no involvement from
  ITS.
• EPLs are product lists for routine technology
  items.

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EPL Reseller Groups

• Many EPLs have Manufacturer Reseller Groups
  the manufacturer provides the product and pricing
  data and names resellers to the group.
• The reseller still must submit an individual RFP
  response.
• Reseller Groups are an opportunity for resellers
  to sell and provide value added services.

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Computer-Related EPLs

• Micro EPL - desktops, laptops, tablet PCs,
  printers, video projectors, monitors, electronic
  whiteboards, services
• LAN EPL Intel based servers, UPSes, backup
  storage, switches, racks, services
• Cabling EPL inside cabling, services

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Software EPLs

• Usually a single award or 1- 3 vendors with
  typical 3 year cycle
• OS and Desktop software contracts include
• Microsoft Select and Microsoft Enterprise
  Agreement
• Novell
• IBM Lotus
• Corel
• Anti-Virus Symantec, McAfee, Trend Micro
• Backup Computer Associates
• Utility software including Adobe and Attachmate

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Telecommunications EPLs

• Two-Way Radio EPL
• Video Conferencing EPL
• E-911 EPL

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General RFPs

• RFPs contain general specifications that outline
  the scope and intent of the RFP
• Validated Checked for basic compliance to RFP.
  Not awarded until a project request is received.
• Vendors may submit proposals for the year 2009 at
  any time.

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General RFPs

• DO require further involvement by ITS for
  customers to make purchases
• Customer must submit a request to ITS and ITS
  issues a Letter of Configuration to validated
  vendors
• NO QUOTE GIVEN DIRECTLY TO THE CUSTOMER CAN BE
  USED AS A LEGAL PROCUREMENT

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Letters of Configuration (LOCs)

• ITS sends approved General RFP vendors the
  project specifications as an LOC
• Examples of recent LOCs
• Consultant to provide project management services
  
• Hardware maintenance

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Project Specific RFPs

• Typically strategic/complex project
• Project RFP is advertised on ITS website and
  MSCPC website
• Recent Example Collections System for State Tax
  Commission

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What are Project Specific Procurements?

• Open and competitive bids
• Include specific requirements for hardware,
  software and services
• Lowest and best solution is chosen
• Contract, if appropriate, is executed
• PO issued by customer agency

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How does a Vendor respond to ITS RFPs?

• Please review our web site and contact our
  Procurement Help Desk
• http//www.its.ms.gov
• Choose Procurement from our websites main menu
• Contact project manager using contact information
  on cover of each RFP

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RFP Timeframes (3 to 8 months)

• Scope definition hardware, software, services,
  including data conversion, documentation,
  training
• Documentation current environment and statistics
  on numbers of users, transactions, records
• Vendor conference
• Vendor questions and answers
• Evaluation methodology
• Vendor presentations
• Clarifications/BAFOs
• ITS Board approval
• Contract negotiations

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RFP Evaluation Overview

• Must respond to RFPs Complete, accurate
  responses
• Lowest and Best (i.e. cost qualitative
  factors)
• Consensus Scoring, using criteria such as
• Quality of proposal
• Technical/functional merit of proposed solution
• References
• Company information
• Quality of project plan / approach
• Qualifications of proposed staff
• Cost formula (always use same formula based on
  lifecycle costs)

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Help! I didnt win - why?

• Post-Procurement Reviews
• In person or over the telephone
• Board writeup or similar level detail
• Public Records Requests 019-010

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Setting a Manufacturer Standard

• Objectives and best practices in setting a
  manufacturer standard (Handbook 019-030)
• Practical life of a manufacturer standard

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Cooperative Purchasing Agreements

• ITS Handbook Section 011-070
• Can access Cooperative Agreements via
• Certified Purchasing Office (DFA website
  http//www.dfa.state.ms.us/Purchasing/MSCertifiedP
  urchasingOffice.html) OR
• Cooperative Purchasing Agreements approved by the
  Department of Finance and Administration

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No Delegation for Telecommunications

• ITS has in place statewide telecommunication
  contracts, including
• Intra-LATA Long Distance, statewide data and
  video network, Calling Cards and others
• EPLs cover two-way radios and E-911
• The ITS handbook describes the process for
  telecom procurements NOT on a statewide contract.
  Must come through ITS for the procurement
• Statewide, single awards are in place for Radios
  and Cellular services.
• RFP 3429 for statewide two way radio system was
  awarded to Motorola and implementation is
  underway
• RFP 3489 for statewide cellular contract was
  awarded to Cellular South and is in place

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DBE, MBE, WBE

• State agencies cannot legally give preference to
  Disadvantaged, Minority or Women Business
  Enterprises.
• ITS and Department of Finance and Administration
  (DFA) capture this information for customers that
  need to track it.
• ITS RFPs provide directions to vendors for the
  DBE, MBE, WBE certification process. Forms are
  on our website.

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Helpful Vendor Information (www.its.ms.gov/vendor.
shtml)

• How do I do business . . .
• RFP Ads changed weekly (if needed to post an
  additional RFP)
• General RFP Reference Information
• EPL RFP Cycle Dates and New Vendor Opportunities
• Multi-Use RFP Index
• Procurement Status, Award and Approval
  Information

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Vendors Responsibility

• Being on an EPL or General RFP is not a quick
  fix
• Continued marketing call on clients
• Participate in trade shows
• Continuity/consistency on our EPLs and other RFPs
  is important to ITS and customers
• Review Procurement Status, Award and Approval
  Information on ITS Web Site
• Request Post-Procurement Reviews

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Contact ITS

• Tina Wilkins, Procurement Team (601)
  359-2392tina.wilkins_at_its.ms.gov
• Jane Woosley, Multi-Use Procurement Team (601)
  359-2081 jane.woosley_at_its.ms.gov
• (OR use first.last_at_its.ms.gov for any ITS email
  address)

• Procurement Help Desk(601) 576-HELPisshelp_at_its.m
  s.gov
• ITS Websitehttp//www.its.ms.gov
• Martha PembertonDirector, ITS-ISS(601)
  359-2743martha.pemberton_at_its.ms.gov
• Lynn Ainsworth
• Deputy Director, ITS-ISS(601)
  359-2750lynn.ainsworth_at_its.ms.gov