DIR IR Co Coope perativ rative e Co Cont ntra racts cts Using the Department of Information Resources to meet your needs Texas State Librar rary y and Ar Archiv ives es Commission ission Februar uary y 2, 2017
DIR Cooperative Contracts Process o Purchasing IT Products and Services o Navigating the Website Agenda o E-Rate o Data and Reports o Negotiating Price o Terms and Conditions Questions and Answers
STATE APPROVED PURCHASING METHODS The State of Texas Department of Information Resources (DIR) provides a myriad of (Gov’t Code, § 2157.068; & 1 TAC, § 201.18) purchasing methods or opportunities. Each DIR is a state agency created in 1989 that serves as the chief information method provides you office for the State of Texas. DIR provides contracts for computer hardware, with the unique software, technical services, and telecommunications infrastructure and opportunity to make a best value services for the state. All DIR contracts are competitively bid and comply with determination and save applicable purchasing laws. Most contracts offered by DIR are Cooperative state taxpayers Contracts meaning the purchase order (PO), with the DIR contract number valuable money. referenced, is issued directly to the vendor. Section 2.4 of the State agencies are required to purchase information technology (IT) Procurement Manual commodity items through contracts established by DIR with the exception of will provide additional the following: information on selecting a · Agency first obtains an exemption from DIR Procurement Method · DIR procurements do not exceed $1,000 · Procurement exceeds $ 1million dollars
STATE APPROVED PURCHASING METHODS Telecommunications "Telecommunications services" are defined as intercity communications facilities or services that do not include single agency point-to-point radio systems or facilities, or services of criminal justice information communication systems. Gov’t Code, Chapter 2170 requires state agencies to procure telecommunications services through DIR. DIR shall evaluate requests for waivers based on cost-effectiveness to the state government as a whole. Hardware, Software, and Technical Services Gov’t Code, § 2157.068 requires state agencies to purchase hardware, software, and technical services through DIR’s cooperative contracts. Hardware, software, and technical services are defined as commercial software, hardware, or technology services, other than telecommunications services for which DIR determines that a reasonable demand exists in two or more state agencies. The term includes seat management, through which a state agency transfers its personal computer equipment and service responsibilities to a private vendor to manage the personal computing needs for each desktop in the state agency, including all necessary hardware, software, and support services. The Request for Offer method of procurement is mainly used to procure Automated Information System (AIS) and Information Technology (IT) services.
Cooperative Contracting Process HOW DOES DIR ESTABLISH CONTRACTS?
Cooperative Contracts What do they do? Create savings for taxpayers Leverage the state ’ s buying power to lower prices Contain best value Optimize the purchase of IT commodities and services Streamlines process for customers • Reduces duplicate efforts: all contracts competitively procured • Reduces purchasing and contract cycle time: customers issue P.O. directly to DIR vendor Simplifies sales process for vendors
Who are DIR’s Customers? Eligible Customers Include • State Agencies • Higher Education • K-12 Independent School Districts • Private Schools • Private or Independent Institutions of Higher Education • ERCOT • Cities • Counties • LCRA • Volunteer Fire Departments • Municipal Water Districts • Out of State Governmental Entities • Assistance Organizations registered with the Texas Facilities Commission or the Texas Comptroller of Public Accounts
Available Services IT Staffing Services – over 125 vendors Training – Instructor Led and Computer Based End-User IT Outsourcing (seat management) – 18 vendors Managed Document Output – 4 vendors Deliverables Based IT Services (DBITS) – over 70 vendors Telecommunications Services including: Wireless Voice and Data Pagers Local Telephone Service Long Distance Internet Satellite Video Interpreter Services – over the phone Audio Conferencing Cable Modem and DSL
Available Products Computers – over 20 brands Software – over 1000 publisher titles Networking Equipment – over 100 brands Cloud Services Printers – over 25 brands Surveillance Cameras – over 60 brands Data Storage – over 20 brands Digital Photography Projectors Security Products Videoconferencing Equipment Classroom Interactive Products
Overview of IT Staffing Services Contracts Staffing Services include Developer Analyst Project Manager Developer Project Lead Software Test Analyst Network Engineer Technical Writer Network Administrator Help Desk Business Analyst T echnical Support System Analyst Database Architect Data Warehouse Architect Database Administrator
Overview of IT Staffing Services Contracts Staffing Services include Developer Analyst Project Manager Developer Project Lead Software Test Analyst Network Engineer Technical Writer Network Administrator Help Desk Business Analyst T echnical Support System Analyst Database Architect Data Warehouse Architect Database Administrator
NOTE: Searches using the alpha index search do not show the AIS asterisk indicator
E-Rate Program What is E-Rate? The E-Rate program provides discounts to public K-12 schools and libraries purchasing telecommunications services, internet access, internet connections and basic maintenance of internal connections. Who can Participate in E-Rate? Eligible entities include K-12 public schools, school districts, charter schools, and libraries. Applicants must file proper Schools and Libraries Division forms in a timely manner. How we make using E-Rate Easy Simplified the procurement process for products and services that qualify for E-Rate funding by filing Form 470 with the Universal Service Administrative Co. (USAC). Eligible Contracts are designated on the contract page as: Questions about the E-Rate process? Contact Henry Stokes, TSLAC Library Technology Consultant hstokes@tsl.texas.gov
E-Rate Funding DIR addresses the Competitive Bidding requirement
Maximizing the Cooperative Contracts Program through Negotiation
Cooperative Contracts Negotiating Price DIR Price Negotiations • DIR negotiates for a quantity of one • Vendors are required to post their pricing on their website Customer Price Negotiations • Maximize competition by submitting additional price quotes • Utilize the DIR Contract Manager • Ask… • Always ensure the DIR Contract Number is on the quote
Cooperative Contracts Customer er Spe pecifi fic c - Term rms and d Condi ditions ns • Purchase Order Term • Security Requirements • Acceptance Criteria • Confidentiality • Invoices • Insurance • Payment • CJIS • DIR Contract Number • HIPAA • Audited Financial Statements • FERPA
Cooperative Contracts DIR Term rms and d Condi ditions ns • Survival Clause – Life beyond the contract • Use of Order Fulfillers – Authorized resellers • Termination Clause – Termination for Cause • Performance Meetings – Corrective Action Plan
Qu Ques esti tions ons an and An Answ swer ers Thank you Dana L. Collins, CTPM, CTCM Phone: 512.936.2233 dana.collins@dir.texas.gov
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