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					       Congratulations!

You have been awarded a Back-
 Drop Contract for IT Services
   What you should know ………..
                                 1
Organization Chart




                     2
        Can a firm provide IT Services
       without having a State contract?

                               Y-E-S
Less than $50,000, an Authorized User (AU) can purchase from
any “responsive and responsible bidder” (S.F.L.)
  Authorized User is any NY State agency, city, town, village, school district, fire
department, library, many not-for-profits, etc. authorized by Law to purchase from
State contracts.
Between $50,000 and $100,000, AUs can purchase from any:
  NYS Small Business Enterprise (SBE)
  NYS Certified Minority-Owned Business Enterprise (MBE)
  NYS Certified Women-Owned Business Enterprise (WBE)
These are referred to as Discretionary Purchases
  Issue a Purchase Order (Terms & Conditions should be developed)
  State Comptroller (OSC) must pre-approve all State agency procurements
greater than $50,000 before services can be provided.                  3
  What options are available to Authorized
Users when IT procurements exceed $50,000?

 Purchase directly from existing State negotiated contracts: IBM,
 Hewlett Packard, & Unisys Comprehensive Services Agreements,
 etc.

 “Piggy Back” onto another NYS Agency or another State Agency’s
 contract for the same services at the same or better rates.

 Issue formal Request for Proposal (RFP) which must be advertised
 in the Contract Reporter for State Agency procurements > $15,000.

 Purchase from the pre-qualified list of OGS IT Services back-
 drop contracts by issuing a competitive solicitation (over 700 to
 date). These are NOT advertised in the Contract Reporter.      4
                                          Back-Drop
                                           Contract
                                          Components
                                                              Response
   RFP#S960275-E.1                        THERE IS NO            to
    for IT Services                         FORMAL
                                                           RFP#S960275-E.1
                                           CONTRACT




  Terms                                               Categories
    &                          Services                   of
 Conditions                                           Expertise

RFP#S960275-E.1                                              Contractor
 Amendments                  Contract Pricing               Amendments

                 OGS                      OSC Approved
              Award Letter                Signature Page             5
Can I amend my contract?

YES…anytime during the term of the contract
    Add and remove
      Services
      Categories
      Ancillary classifications/pricing

    Amendment packet available on web site

    “Auto”matic Add
      Same day     several days turnaround for most Amendments
                                                          6
 Maintain your contract in Good Standing



                    At Contract Level
Remember your contract number – CMS/CMTnnnA and reference
it in communications with OGS PSG
Understand the terms and conditions of the back-drop contract
Keep contract/contact information current by immediately
 notifying OGS PSG of any changes
Augment Services & Categories throughout the life of the contract
 as the breadth & scope of your business increases
Submit time sensitive contract-related documents ON TIME or
 the consequences may be contract cancellation!!
   Semi-Annual Reports                                    7

   Annual Re-Filing
Maintain your contract in Good Standing




                      At Project Level
 Read project bid solicitations carefully
 Follow directions and instructions
    EO 127 Mandatory Forms to be submitted with every proposal to covered
  agencies and authorities
 Project Awards are “agreements” NOT Contracts
    They are to provide services to the authorized users
    Governed by terms and conditions of the back-drop contract
                                                                   8
What type of bid opportunities can I expect
           once pre-qualified?
Authorized Users have the following Procurement
Options under the Back-Drop Contracts:


  Formal Mini-Bids
  Discretionary Purchases
  Fast Tracks
  Multiple Award Standby Agreements (MASA)
     ** available for non-state entities only
  Single/Sole Source
                                                  9
Mini-Bid (Consulting - SI - OnGS)

        SIGNIFICANT                    CRITERIA

   Dollar Limits                      No $$ Limit

   Time Limits                        Up to 5 Years
   Payment Method                   Most appropriate
                            (hourly, deliverable, % Discount)

   Eligible Contractors      Cons, SI, On-Going Services,
                                Maintenance & Support
                              & Category/ies of Expertise
   OFT PRE Approval               Greater than $50K

   OSC PRE Audit                  Greater than $50K
   OSC Turnaround                     2 - 4 weeks

   Guidelines & Templates
   on OGS Web Site                        Yes                   10
                       Mini-Bid (Training)
     SIGNIFICANT                    CRITERIA

Dollar Limits                      No $$ Limit

Time Limits                       Up to 5 Years

Payment Method                 Per Student for Live
                          % Disc from List for e-Learning

Eligible Contractors            Training Services
                           & Category/ies of Expertise

OFT PRE Approval                Greater than $50K

OSC PRE Audit                   Greater than $50K
OSC Turnaround                     2 - 4 weeks

Guidelines & Templates                                      11
on OGS Web Site                        Yes
   Discretionary Purchases

     SIGNIFICANT                    CRITERIA

Dollar Limits                      Up To $50K

Time Limits                    Time to Expend $50K
Payment Method                   Most appropriate
                         (hourly, deliverable, % Discount)

Eligible Contractors          All Types of Services
                           & Category/ies of Expertise

OFT PRE Approval                       N/A

OSC PRE Audit                  Greater than $50K
OSC Turnaround                     2 - 4 weeks

Guidelines & Templates
on OGS Web Site                        Yes
                                                             12
                  Fast Track

     SIGNIFICANT                 CRITERIA

Dollar Limits                   No $$ Limit

Time Limits                      18 Months
Payment Method                    Hourly

Eligible Contractors             Consulting
                         & Category/ies of Expertise

OFT PRE Approval             Greater than $50K

OSC PRE Audit                Greater than $50K
OSC Turnaround                  1 - 2 weeks

Guidelines & Templates
on OGS Web Site                     Yes


                                                       13
Multiple Award Standby Agreements
                  (MASA)
        ** limited to non-state entities **
    Time Limits                          3 Years
    Payment Method                Hourly for Consulting
                               Per Student for Live Training
    Eligible Contractors        Consulting or Live Training
                               & Category/ies of Expertise




    PRE Audit by Control Age     Tier One: MASA Awards

    No Pre-audit               Tier Two: Assignment Level


    Guidelines & Templates
    on OGS Web Site                        Yes


                                                               14
                   Single/Sole Source
Single Source means they are the ONLY firm who can provide the services
requested. “Proof” of uniqueness required.
Sole Source means there are other firms who can provide the services requested
but there is strong justification to procure from them.
Firm is on the IT Services backdrop contracts
    Strong, convincing Justification
    Must be pre-approved by OSC
    Establish Single/Sole Source using the back-drop Contract Number
    Governed by the Ts&Cs of back-drop contract
    Reasonableness of price must be presented
    Advertise exemption in the Contract Reporter

This should be used only when absolutely warranted.

                                                                         15
       Visit us on the web…




IT Services Contract & Project Information
             is just a click away!

                                         16
    The OGS Home Page: www.ogs.state.ny.us
Place cursor on Procurement Contracting Services &
                 Click on Contracts




                                             17
Click on Information Technology Contracts




                                            18
Click on IT Services Contracts




                                 19
IT Services “Home Page”
(Make this page a Favorite!!)
         Top Half of Page




                                20
IT Services “Home Page” (continued)
           Lower Half of Page




                                      21
Contract Specifics




                     22
Under Contract Specifics, click on
<Download RFP#S960275-E.1 …>




                                     23
Under Contract Specifics, click on
<Contract Terms & Conditions >




                                     24
 Under Contract Specifics, click on
<List of Pre-Qualified Contractors>
   SBE, MBE, WBE identified (as of 10/30/06)




                                               25
     Click on
<Contractor Name>
  upper 1/3 of page




                      26
     Click on
<Contractor Name>
  middle of page




                    27
     Click on
<Contractor Name>
  lower 1/2 of page




                      28
    Under Contract Specifics, click on
<Contractor Policy & Procedures Manual>




                                      29
      Under Contract Specifics,
              Click on
<Contractor Pricing and Mailing List>
              Click on
      <All Other Categories>




                                        30
                   Click on
<Consulting> and <Application Development PC>




                                           31
List of Contractors satisfying criteria
   with not-to-exceed hourly rates
             (upper ½ of page)




                                          32
List of Contractors satisfying criteria
   with not-to-exceed hourly rates
              (middle of page)




                                          33
List of Contractors satisfying criteria
   with not-to-exceed hourly rates
             (lower 1/2 of page)
  <Click On Contractor Mailing List>




                                          34
Contractors Contact Information
  (Download into Excel Spreadsheet)




                                      35
Under Contract Specifics, click on
<Contractor Amendment Packet >




                                     36
  Under Contract Specifics, click on
<Contractor Semi-Annual Report Form >




                                        37
Procurement Information




                          38
Under Procurement Information, click on
            <Road Map>




                                          39
Under Procurement Information, click on
 <Frequently Asked Questions (FAQs)>
        from Authorized Users




                                          40
Under Procurement Information, click on
 <Frequently Asked Questions (FAQs)>
             from Vendors




                                          41
Under Procurement Information, click on
 <Frequently Asked Questions (FAQs)>
          from Contractors




                                          42
 Under Procurement Information, click on
<Guidelines, Forms, Templates for all Procurement
                   Options>




                                               43
Mini-Bid Consulting/SI/Maintenance & Support
            Place cursor on the link...




                                               44
  Mini-Bid Instructor Led (Live) Training or
Computer Based Training (CBT/VBT/WBT/IWBT)
           Place cursor on the link…




                                               45
Discretionary Purchases for Consulting/SI
          Place cursor on the link…




                                            46
Discretionary Purchases for Live Training or
            CBT/VBT/WBT/IWBT
         Place cursor on the link…




                                               47
Fast Track Procurement for Consulting (hourly based)
               Place cursor on the link…




                                                       48
Multiple Award Standby Agreement (MASA)
         Place cursor on the link…




                                          49
  Under Procurement Information, click on
<Intent to Purchase Technology Notification >




                                            50
Under Procurement Information, click on
 <Quick Contract Processing Criteria>




                                          51
Under Procurement Information, click on
<Contract or Performance Report Form>
How did the Contractors perform? We want to know.




                                                    52
 Under Contract Specifics, click on
<Monthly Purchasing Memoranda>
     (available in most recent date order)




                                             53
Our Team is here to assist you:

Dawn Curley           dawn.curley@ogs.state.ny.us
Team Leader           tel# 518-473-2045

Sylvia Casper   sylvia.casper@ogs.state.ny.us
                        tel# 518-473-8079
                        fax#518-486-6867

Lisa Burns            lisa.burns@ogs.state.ny.us
                      tel# 518-486-2775

Theresa Lin           theresa.lin@ogs.state.ny.us
                      tel# 518-486-6836

                                                    54
                      fax# 518-486-6867

				
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