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Procurement Forum

Procurement Forum. January 16, 2014. SP-13-0230R. THE OLD WAY “CO-OPS”. BID OPENING . ONE HUNDRED SIX MANUFACTURERS RESPONDED. THE NEW WAY. MANY MORE CHOICES. “NINETY NINE” MANUFACTURERS WITH MORE TO COME Herman Miller. TEN FURNITURE CATEGORIES FORTY FURNITURE SUB-CATEGORIES.

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Procurement Forum

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  1. Procurement Forum January 16, 2014

  2. SP-13-0230R

  3. THE OLD WAY“CO-OPS”

  4. BID OPENING ONE HUNDRED SIX MANUFACTURERS RESPONDED

  5. THE NEW WAY

  6. MANY MORE CHOICES “NINETY NINE” MANUFACTURERS WITH MORE TO COME Herman Miller TEN FURNITURE CATEGORIES FORTY FURNITURE SUB-CATEGORIES

  7. OVER THIRTY DEALERS STATEWIDEmultiple dealers to choose from for most manufacturers

  8. TO A COMPUTER NEAR YOU • Designated web site • Easy navigation • Links to all manufacturers web sites • Easy access to all dealer contact info and contract numbers

  9. PROPOSED WEB SITE FLO-CHART

  10. Non mandatory one year term contract • Up to six renewals (seven years total) • Purchase orders made out to dealers • Invoicing will come from dealers • Quotes and invoices must show “LIST & NET” pricing • All product discounting is listed on the manufacturers contract for easy verification • Pricing will be determined by the date of the “agency” purchase order

  11. DELIVERY • Ordering Entity must specify one of three delivery methods on their purchase order • 1. Drop Shipped: Offloaded by carrier to a designated • location • 2. Inside Delivery: Offloaded, un-boxed, and placed in • pre-determined location/s within the building • 3. Delivered and Installed: Installation of product in • accordance with approved plans and/or • specifications • All delivery and installation charges must be shown as a separate line item on all quotes and invoices • Installation Company is not responsible for the removal of existing furniture unless requested by the ordering entity • Inform the delivery/installation company of any unusual circumstances e.g., elevator not available, after hours work requirement, etc. • As a general rule, installation labor charges should be approximately three percent of the list price. & INSTALLATION

  12. Effective February 1, 2014 Office Supply Contract

  13. 2 great options!!!! • Goddess Products/Office Depot • New website; phased approach. Agencies will be contacted about the migration. All setup & approvals that you currently have will transfer into the new system. • Orders, returns & invoices will be processed by Goddess, Office Depot will make the deliveries. • Product codes (SKU numbers) will remain the same. • Office Depot in-store purchases will remain the same. • Government Supply Services • Both are certified minority suppliers • Strong contractual pricing • Customer oriented • Timely deliveries

  14. AASIS Material Master Cleanup Project

  15. Overview of the Problem What’s the problem? • Material data is difficult to use • Hard to find • Not enough usable items • Bad descriptions • Incomplete • Too generic • Non-standard • Good reporting not possible • Poor data in Purchasing documents • Too much free-form text • Incorrect accounting information

  16. Overview of the Solution

  17. What we are doing • Matching NIGP Codes to AASIS Materials • Stock items • Contract items • Frequently purchased items • Agency identified items

  18. What we need from you • High volume, everyday, items purchased • Agency Wish-List items • Repetitive items • We need your assistance to make the system work better for you

  19. Contact us • Reba Thomas reba.thomas@dfa.arkansas.gov

  20. Equipment Maintenance Management Program State of Arkansas www.theremigroup.com

  21. Typical Situation In order to manage the risk of equipment breakdown, maintenance and repair after the initial warranty period, government agencies usually purchase individual maintenance service contracts or an extended warranty from the equipment manufacturer or third party service vendor. • Maintenance contracts can expensive and difficult to administer • Service options can be limited • Difficult to calculate the return on service contract investment Common Issues: Fire AlarmSERVICE CONTRACT ServerSERVICE CONTRACT Phone SystemSERVICE CONTRACT MicroscopeSERVICE CONTRACT ComputerSERVICE CONTRACT SpectrometerSERVICE CONTRACT Fax MachineSERVICE CONTRACT ScannerSERVICE CONTRACT PrinterSERVICE CONTRACT • Administrative Burden • Various Renewal Dates • Numerous Purchase Orders • Management Reporting • Vendor Accountability x x x x x x x x x

  22. Remi’s Value Proposition Remi provides one comprehensive professional service agreement that replaces multiple existing maintenance service contracts. x • Provides a strategic alternative to traditional original equipment manufacturer and third party maintenance service contracts. • Consolidates existing electronic equipment service contracts into ONE comprehensive maintenance management program. • Eliminates the inefficiency of having to manage multiple service contracts from various manufacturers. • Delivers guaranteed cost savings and reduces the administrative time spent on administrative tasks associated with procuring maintenance service contracts. OEM SERVICE CONTRACT OEM SERVICE CONTRACT OEM SERVICE CONTRACT OEMSERVICE CONTRACT OEMSERVICE CONTRACT x x x x x

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