how to work with the new state term contract system florida government conference tallahassee, fl
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State Purchasing. How to Work with the New State Term Contract System Florida Government Conference Tallahassee, FL September 19, 2004. Working with the New STC Session Overview. Recent Background for Services Contracting Recent RFP for IT Consulting Services STC - PowerPoint PPT PresentationTRANSCRIPT
How to Work with the New State Term Contract System
Florida Government ConferenceTallahassee, FLSeptember 19, 2004
State Purchasing
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Working with the New STC Working with the New STC Session OverviewSession Overview
• Recent Background for Services Contracting
• Recent RFP for IT Consulting Services STC
• Overview of Current IT Consulting Services STC
• Questions
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Background of Services Contracting
2000-2001
Various audits criticize number of IT Consulting contracts, lack of competition, inadequate terms, and confusion of use – Audit of State Term Procedures for Acquiring IT Consultant Services
(DMS IG Report No. 2000-118)– Selected State Agencies’ IT Consultant Procurement Practices (AG
Report No. 02-050 Oct. 2001)– IT Consultant Services Contract Audit (EOG IG Report Sep. 2001)
DMS Purchasing memoranda provided interim guidance – State Term Contracts for Information Technology Consulting
Services Memo. No. 1 (00/01) (rev. Sep. 5, 2000)– Multiple Award State Term Contracts, Memo. No. 5 (00/01) (Oct. 5,
2000)
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Background of Services Contracting Long and Winding Legal Road
2001Florida amends 287 to define ITN and authorize its use when ITB or RFP will not result in best value. Defines RFQ as another type of “solicitation,” but does not fit it within 287.057 framework
2002Florida redefines RFQ, clarifies that ITB, RFP, and ITN are the three types of competitive solicitation, repeals 287.073 (procurement of IT), and amends 287.042 to authorize procuring of IT services via competitive solicitation rather than competitive negotiation
Congress enacts E-Government Act, amending GSA statute to allow for cooperative purchasing from GSA Schedule 70 MAS
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Working with the New STC Working with the New STC Session OverviewSession Overview
• Recent Background of Services Contracting
• Recent RFP for IT Consulting Services STC
• Overview of Current IT Consulting Services STC
• Questions
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Recent RFP
Origin and Direction
• In July 2003, DMS ceased the old method of awarding IT Consulting contracts. No new applications were processed, but previously-existing contracts were renewed short-term to avoid coverage gaps.
• Goal was conform to recent legal changes, address audit concerns, and adopt best practices
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Recent RFPAs Is vs. To Be: Contract Pricing
As Is– Vendor defined ceiling price– State could not benchmark price
To Be– Leverage latest market analysis– Contract indicates reasonable price
• Provide Ceiling Rates for Staff Augmentation• Provide Basis for Fixed Price Task Order
Negotiations for Contract Users
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Recent RFPAs Is vs. To Be: Contract Offerings
As Is– Vendor-defined categories & descriptions
– Difficult to compare consultants’ services
To Be– Standardize categories & descriptions
• Provide organizational context• Detail job characteristics • Specify education & experience
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Recent RFPAlternative Federal Models
Multiple Award Schedules (MAS)
Multiple Award Contract (MAC)
Government-Wide Agency Contract (GWAC)
Multiple Awards Yes, with continuous open season
Preferred, but not required. When made, limited in number.
Preferred, but not required. When made, limited in number.
Contract Maximums
No Yes Yes
Order Maximums No Yes Yes
Products/ Services
100% commercial Commercial and non-commercial
IT only
Open to new vendors
Yes No No
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Recent RFP Early Draft Contract Model
System &EnterpriseIntegration
Management
Operational
General Terms andConditions
General Terms & Conditions
Pricing Options: Performance Based, Fixed Price, Variable Quantity, Staff Augmentation (Time & Materials)
Vendor 1 Labor Rates
Vendor 2 Labor Rates
Vendor 3 Labor Rates
Vendor 1 Labor Rates
Vendor 2 Labor Rates
Vendor 3 Labor Rates
Description: Servicesinclude a broad range
of IT related tooperations and support
services
Labor Categories Description Education Ceiling Rates
Description: ProjectManagement of
systems integration &systems development
Labor Categories Description Education Ceiling Rates
Future ID/IQ Information Technology ConsultantServices
… 200+ Vendors Services Labor Categories Rates
Planning, Studies,Assessments, &
Analysis
Labor Categories Description Education Ceiling Rates
Vendor 1 Labor Rates
Vendor 2 Labor Rates
Vendor 3 Labor Rates
Vendor 12 Labor Rates
StaffAugmentation
Description: Servicesdelivered to fill the void
of a full or part timeequivalent position
Vendor 1 Services Labor Categories Rates
Vendor 2 Services Labor Categories Rates
Vendor 3 Services Labor Categories Rates
Vendor 4 Services Labor Categories Rates
Description:Services for IT
capital planning andassessment
Labor Categories Description Education Ceiling Rates
Vendor 1 Categories Labor Rates
Vendor 2 Categories Labor Rates
Current InformationTechnology Consultant
Services
Vendor 12 Labor Rates
Vendor 12 Labor Rates
Vendor X Categories Labor Rates
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Recent RFPDevelopment and Timeline
April 2002DMS issues ITB for IT Hardware, employing new terms and conditions gleaned from extensive review of state and federal best practices
Sept 2002Working with STO, DCF issues a “multiple-award procurement designed to provide a broad range of [IT] support resources” (cancelled)
Mar 2003DMS and STO conduct public hearing and receive comments on IT contract terms and conditions from individual vendors and industry trade group (ITAA)
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Recent RFPDevelopment and Timeline
July 2003DMS announces change in approach and vets possible new approaches in public meetings of CIOs and Purchasing Directors
Sept 2003DMS issues draft RFP as an RFI and conducts public meeting to explain approach and invite feedback
Jan 2004DMS releases RFP and conducts pre-proposal conference
Feb-Mar 2004Proposals submitted and evaluated
April 2004New two-year contract awarded effective April 1
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Recent RFPFinal Contract Model
• Do not follow MAS model. No need to replicate Schedule 70.
• Generally follow GWAC model (e.g., ANSWER, Millennia, Millennia Lite, ITOP II, CIO-SP2), but without limiting number of awards
• Do not attempt to be all things to all people – recognize this is just one tool among many to get a job done
– Contract is not the sine qua non “IT vendor list”– Contract is non-exclusive, agencies are free to conduct stand-alone
solicitation– Alternative contract sources (GSA or other)– Sole source (least favored but sometimes justified)
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Working with the New STC Working with the New STC Session OverviewSession Overview
• Background of Services Contracting
• Recent RFP for IT Consulting Services STC
• Overview of Current IT Consulting Services STC
• Questions
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New STCBreakdown of Awards
• Total Awards – 143
• Small/minority awards – 37
• Breakdown by Functional Project Areas
(1) Analysis and Design - 60
(2) Development and Integration - 70
(3) Operational and Support - 48
(4) Staff Augmentation Services – 119
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New STC Functional Areas(1) Analysis and Design
IT Planning, Studies, and Assessment to assist organizations in IT capital planning and assessment
•Business case analysis•Performance measurements•Validation and verification of systems development •Estimating ROI and/or earned value•Compliance with STO interoperability standards
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New STC Functional Areas(2) Development and Integration
•Management of systems integration•System and software development•Modernization of legacy systems to web enabled applications•Software development, customization of (COTS) software
packages, and migration to modular applications•Development and integration internet/intranet/web applications•Development and integration of security, firewalls, and critical
infrastructures•Development, integration and implementation of the following:
–Networks (e.g. LAN/WAN/MAN)–Data warehousing–Electronic Commerce/Electronic Data interchange–Groupware–Next generation internet–Client/Server computing–Workflow and imaging
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New STC Functional Areas (3) Operational and Support
•Management and support of LANs, MANs, and WANs•Computer systems administration, management and
maintenance•Data entry, data storage, data retrieval, and electronic records
management•Specialized workstation (i. e. CAD, CAD/CV, GIS) support•Computer equipment maintenance (both on-going and on-call)•Desktop support•Production Support•Database generation and database management•Data and/or media management•Document Imaging Services•Disaster Recovery Services•Orientation and training•Information center/help desk
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New STC Functional Areas(4) Staff Augmentation
• Unlike the previous three, this project area does not relate to a particular part of a project lifecycle. Staff augmentation is not generally project-oriented. The contract offers a wide variety of job titles and scope variants.
• Contractors need not provide coverage statewide or in all job titles. They may offer only hourly staff-augmentation services for the awarded job titles under a T&M Task Order (unless award also received in another project area).
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New STCMain Contract Page
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New STCPrice Sheets
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Price SheetsProject Area 1, 2, and 3
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Price SheetsProject Area 1, 2, and 3
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Price SheetsProject Area 4
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New STCMain Contract Page
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New STCOrdering Instructions
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New STCOrdering Instructions
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New STCOrdering Instructions
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New STC General Condition 5.2
The State anticipates no need to add vendors during the life of any Contract resulting from this solicitation, but reserves the right to do so if service levels fall below acceptable standards based upon feedback from eligible users or if a significant number of vendors are removed due to breach of contract, in which case, new Contractors will be added only as replacements for deleted vendors.
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New STCGeneral Condition 7.02
Upon completion of a Task Order issued pursuant to this Contract, both the Contractor and the Customer must submit comments regarding the Task Order. The Contractor must complete the Completed Task Order – Contractor Form, and the Customer must complete the Completed Task Order – Customer Form.
The purpose of these forms is to allow the State to identify opportunities for improvement in the IT consulting contracting process, and identify any problems that might relate to the use of this Contract or any particular Contractor. Such forms allow the State to continually improve its processes as well as ensure that all Contractors can consistently provide quality service to Customers.
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Working with the New STC Working with the New STC Session OverviewSession Overview
• Background of Services Contracting
• Recent RFP for IT Consulting Services STC
• Overview of Current IT Consulting Services STC
• Questions
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Additional Information or Comments
We welcome your feedback!
Stu Potlock
Purchasing Analyst
Team Lead IT Contracts
http://dms.myflorida.com/purchasing