Cloud Solutions Supplier Kick-Off Meeting Insights

Cloud Solutions Supplier Kick Off Meeting November 17, 2016

Agenda Welcome and Introductions SYNERGY NASPO and NASPO ValuePoint Master Agreement Overview Service Line Additions and Updates Recertification and Re-Solicitation Marketing of Contract PA Process Review Reporting PA Status Administrative Fee Detailed Quarterly Sales eMarket Center Suppliers Expectations NASPO ValuePoint Webpage NASPO Exchange Questions

SYNERGY: NASPO and NASPO ValuePoint http://naspovaluepoint.org/#/page/media-library

Master Agreement Overview State of Utah is currently in the process of negotiating and executing Master Agreements Master Agreements are being negotiated in order of the number of Terms and Conditions exceptions taken Master Agreements include the category/categories of authorized services SaaS, PaaS, and IaaS Master Agreements include pre-negotiated NASPO ValuePoint terms and conditions and vendor terms and conditions this is intended to lessen the burden on participating states when signing a Participating Addendum

Service Line Additions and Updates During the term of the Master Agreement(s), Offerors may submit a request to update the awarded Solutions as services are introduced or removed from the Offeror s offerings. The Master Agreement Administrator will evaluate requests and update the contract offering via written amendment as appropriate. The Offerors shall update the dedicated website, price lists, and catalogs to reflect approved changes. Pricing must utilize the same pricing structure as was used for services falling into the same service category.

Service Line Additions and Updates Cont d Vendors may only modify their pricing schedule for those Services (SaaS, IaaS, and/or PaaS) that they were awarded. For example, a vendor that was awarded only for SaaS cannot add IaaS items. Vendor must send a request to add a new item to Spencer Hall (spencerh@utah.gov) with the following information: A description of the item; The category the item falls under (i.e., SaaS, PaaS, or Iaas); An updated catalog/price list (Offeror s price catalog should be broken into category for each service category. For example if an Offeror provides a SaaS offering then its price catalog should be divided into education SaaS offerings, e- procurement SaaS offerings, information SaaS offering, etc.); and A certification that the item meets all the RFP requirements.

Service Line Additions and Updates Cont d Don t request to add products or services that are out of scope or allow resellers to provide out of scope items to end users Out of scope items are not acceptable; may result in audit findings to end users and will result in disciplinary action for Contract Holder

Recertification and Re-Solicitation RECERTIFICATION OF MANDATORY MINIMUMS AND TECHNICAL SPECIFICATIONS Offeror must acknowledge that if it is awarded a contract under the RFP that it will annually certify to the Lead State that it still meets or exceeds the technical capabilities discussed in its proposal. Re-Solicitation Every Two Years Contractors may expand their categories and services by submitting the requirements for the new platform or services. New vendors may be awarded contracts to the portfolio

Marketing of Contract Marketing Plan evaluated as part of the proposal and bound through the contract Any updates or changes to the Marketing Plan needs to be submitted and approved by Spencer Hall at spencerh@utah.gov Contact the NASPO ValuePoint team if your company wants to refer to NASPO ValuePoint in the marketing of your products and services. NASPO ValuePoint, states and other public entity participants are all sensitive to the perceptions created by implied endorsements Press Releases - submit for review and advance approval to Dugan Petty at dpetty@naspovaluepoint.org Logo Use Agreement - sent as contracts are executed. Submit completed logo agreements for final approval to Shannon Berry at sberry@naspovaluepoint.org

Marketing of Contract Table top ValuePoint Partner Identifier for your use at trade shows. We also have developed NASPO ValuePoint marketing brochures that can be co- branded by your company. Please send an email to info@naspovaluepoint.org if your company has an interest.

Participating Addendum Process All 50 states and The District of Columbia have executed the NASPO ValuePoint Cooperative MOA, allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement

Opportunities for Participation Three Options for Participation State Entity - State signs a Participating Addendum (PA) for entire state 1. Every legally eligible entity in the state can participate with an approved Participating Addendum Non-State Entity - State signs a Participating Addendum (PA) for non-state entities. 2. Every legally eligible entity that is not a state agency can participate State does not sign a Participating Addendum 3. Political subdivisions wishing to participate may contact the NASPO ValuePoint Education & Outreach Coordinators who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum. Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums.

Participation Opportunities #1 State Entity Step by Step: Model Participating Addendum template is available on each of the Cloud Solutions Master Agreement page at www.naspovaluepoint.org States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. 1. States may also contact contractors directly to begin Participating Addendum process. State Chief Procurement Officials and State Chief Information Officer (or their designated representative), will be the signatory on the Participating Addendum unless the PA sets out an alternative approval process. They will also be the NASPO ValuePoint point of contact throughout the process. (See Model Participating Agreement) 2. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. 3. Contractor signs Participating Addendum and sends back to state for signature. 4. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org - Executed Participating Addendum will be maintained in a repository. 5.

Participation Opportunities #1 State Entity From Model Participating Addendum for Cloud Solutions Master Agreement www.naspovaluepoint.org Participation: This NASPO ValuePoint Master Agreement may be used by all state agencies, institutions of higher institution, political subdivisions and other entities authorized to use statewide contracts in the State of [xxxxxxx]. Issues of interpretation and eligibility for participation are solely within the authority of the State Chief Procurement Official. Access to Cloud Solutions Services Requires State CIO Approval: Unless otherwise stipulated in this Participating Addendum, specific services accessed through the NASPO ValuePoint cooperative Master Agreements for Cloud Solutions by state executive branch agencies are subject to the authority and prior approval of the State Chief Information Officer s Office. The State Chief Information Officer means the individual designated by the state Governor within the Executive Branch with enterprise-wide responsibilities for leadership and management of information technology resources of a state.

Participation Opportunities #2 Non-State Entity Step by Step: Model Participating Addendum template is available on the Cloud Solutions Master Agreement page on www.naspovaluepoint.org States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. 1. States may also contact contractors directly to begin Participating Addendum process. State Chief Procurement Officials (or their designated representative), will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. 2. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. 3. Contractor signs Participating Addendum and sends back to state for signature. 4. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org - Executed Participating Addendum will be maintained in a repository. 5.

Participation Opportunity #3 Non State Entity Step by Step: Model Participating Addendum template is available on the Cloud Solutions Master Agreement page on www.naspovaluepoint.org An email request should be sent to info@naspovaluepoint.orgfrom entity (email may also be sent from contractor). The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. 1. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. 2. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. 3. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. 4. Contractor signs Participating Addendum and sends back to entity for signature. 5. Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org - Executed Participating Addendum will be maintained in a repository. 6.

State Executed vs. Polysub Executed PA s If a state has executed a Participating Addendum that allows for Political Subdivision s to conduct purchases, NASPO ValuePoint discourages individual entities and contractors from executing a separate or additional Participating Addendum. If a Political Subdivision needs to execute a separate contractual document, that contractual document should be maintained at the political subdivision level. Do not forward to NASPO ValuePoint.

Participating Addendum (PA) Status Report Reports are due at the end of each quarter Send via email to: sberry@naspovaluepoint.org NASPO ValuePoint will reconcile and inform you of any missing participating addendums that need to be submitted Remember to submit all completed PA s to pa@naspovaluepoint.org Must have signatures from both parties Submit in PDF format

NASPO ValuePoint Computer Equipment Master Agreements 2014-2019 Participating Addendum (PA) Status Report Participating Addendum Types Master Agreement No.: State Level PA's 0 Contractor Name: County 0 Point of Contact City 0 Phone Higher Education 0 email School District 0 Report Date: Other 0 Reporting Quarter Total Poly-Subs 0 Reporting Year: Total PA's 0 (Includes Completed and In-Process) Total PA's Executed 0 (Only includes Completed PA's) Instructions: Provide status information on current Participating Addenda as of report date. PA Status (In Process or Complete) PA Execution Date State/Entity Name Contact Name Contact Phone Contact Email EntityType Notes Minnesota John Smith 916-789-4561 john.smith@state.gov State In Process <---- Example 1 Ohio Jane Blake 874-125-1254 jblake@state.gov State Complete 11/1/2014 <---- Example 2

Administrative Fee Reporting Submit reports and make administrative fee payments on-time. NASPO ValuePoint Master Agreements have specific requirements regarding payment of administrative fees and submitting summary and detailed usage reports. Due 30 days after the end of each quarter Administrative Fee Reporting & Payments Contact Richard Carlson at rcarlson@naspovaluepoint.org

Detailed Quarterly Sales Reporting Detailed Usage Reports Contact Kate Offerdahl-Joyce at kofferdahl@naspovaluepoint.org Due 30 days after the end of each quarter Please email reports directly to Kate Offerdahl-Joyce Detailed Sales Data Every column must be completely filled out with requested data The template must not be altered in any way, all column headers must remain as is

eMarket Center Each contractor must be represented within the eMarket Center- Ordering Instructions Kate will send each contractor an email with starting language for the Ordering Instructions. eMarket Center Contact Kate Offerdahl-Joyce at kofferdahl@naspovaluepoint.org

Supplier Expectations Respect a state decision If they choose not to participate at the state level, NASPO ValuePoint requires the permission of the state s CPO for cooperation by any other entity in their state. To market goods and services in any state, you must start at the state procurement office. Remember EVERYTHING a state (and most public entities) do is PUBLIC The entity will be audited and the results of the audits will be published The entity will be subject to the politics of the moment, the subject of a hearing, examined by everyone IT IS THE TAXPAYER S MONEY THE ENTITY IS USING

Supplier Expectations Contd Be responsive and timely to Lead State, State s Contract Administrator and NASPO ValuePoint requests, i.e. Problems with inside and outside sales personnel Problems with orders Problems with the website Misunderstandings regarding local rules, laws and policies Outstanding issues with unhappy customers Assure timely State Fee payments and reports Ensure website information is current Contact Name, phone & email

Supplier Expectations Contd Know the requirements of the contract and adhere to them, including the Participating Addendum Ensure partners are educated and adhere to the contract requirements Remember the Contract Holder is held responsible!

Supplier Expectations Contd Contractors are responsible for their sales team and sales tactics. Respect CPO and CIO approval process. Aggressive sales tactics are not welcomed or appreciated by CPO s and CIO s. If a Contractor s sales team is reported pushing sales in states where a CPO or CIO has declined participation, performance penalties may apply.

NASPO ValuePoint Website Each contractor has their own web page for their Master Agreement and executed Participating Addendums Contractor may create a user-friendly catalog with pricing of awarded offerings to be posted on their web page Contractor should periodically review their web page for accuracy of Master Agreement and Executed Participating Addendums The FOLLOW button on the NASPO ValuePoint website home page will provide you with all updates of contract portfolios or solicitation opportunities. Can also FOLLOW individual portfolios and/or contractor updates.

NASPO Exchange Meeting The How to Market to State Governments Meeting has a new name: NASPO Exchange March 12-14 in St. Louis, Missouri Learn through dedicated and targeted education on current trends in state procurement Partner with state government representatives on public procurements that are effective, efficient, transparent and fair Network throughout the conference in one-on- one meetings and roundtables.

Dugan Petty Education & Outreach Coordinator for IT NASPO ValuePoint (503) 510-3363 (PST) dpetty@NASPOValuePoint.org Shannon Berry, CPM Cooperative Development Coordinator NASPO ValuePoint (775) 720-3404 (PST) sberry@NASPOValuePoint.org

State of Utah Spencer Hall Master Agreement Administrator State of Utah (801) 538-3307 (MST) spencerh@utah.gov Chris Hughes Assistant Director of Contract Review State of Utah (801) 538-3254 (MST) christopherhughes@utah.gov

Questions?