REVIEW OF STATE PURCHASING PRACTICES FOR STATEWIDE

QUANTITY PURCHASE AGREEMENTSOctober 24, 2019

Agenda

■ QPA Overview

■ Office Supplies

■ Printing & Mailing Services

■ Mailing Equipment

■ Vehicle Parts & Accessories

■ QPA Information & Feedback

QPA Overview

What is a Quantity Purchase

Agreement (QPA)?

A contract for repetitively

purchased items established by

IDOA Procurement

Result from a competitive

solicitation process

Vendor offers quoted prices for

the term of the contract based

on estimated spend

Purchases may be made at any

time and no competitive

solicitation is required

QPA Overview

How is a QPA created?

Multiple agencies purchasing

Frequency of purchases

Large volume of spend

Office Supplies – Office Depot

Contract Overview: Office Supplies and Ink/Toner

QPA# 19106

Expires: 5/31/2020 Renewals Available: 2 One-Year Renewals

How to Purchase: The Punch-out in PeopleSoft

Helpful Hints: Don’t solely rely on the shopping lists to provide the market basket items. Use keywords to search for the product. Be sure to sort the list by “Best Value.”

To view the catalog outside of PeopleSoft, please visit: https://business.officedepot.com/

Username: State of Indiana Password: Indiana1

Main Contacts: Rob Cockrum- Rob.Cockrum@officedepot.com

Customer Service: Stateofindiana@officedepot.com

Office Supplies – Office Depot

Frequently Asked Questions:

1. “Why can’t I purchase USB Flash Drives from Office Depot?”

IOT requires that all flash drives be encrypted and pre-approved. Pre-approved

encrypted flash drives can be found on the HP QPA #13079.

Office Supplies – Office Depot

2. “Why are you denying my purchase? The item is not restricted in the catalog.”

Example: Hand Sanitizer- This category falls under janitorial and is available from a

different QPA . If most similar items in the same category are restricted, the

unrestricted item you found should most likely be restricted as well.

Office Supplies – Office Depot

3. “My agency would like to purchase sit-to-stand desks. Why can’t I purchase the

desks from Office Depot?”

Sit-To-Stand desks are not an awarded category under the Office Supplies contract. Agencies should follow DPAP guidelines when purchasing sit-to-stand desks. Indiana Correctional Industries does offer a selection of sit-to-stand products.

Printing & Mailing Services – Post Masters

Contract Overview: QPA# 15183Description of product or service: Printing, Mailing, Copying, and Scanning Services Expires: 6/13/2020 Renewals Available: 2 optional renewals

How to purchase? – Scope of Work

■ Every agency must execute a Scope of Work in order to receive services. The template and a document to help fill it out is located on our webpage.

– Online Ordering■ If your agency does not have an online account please contact Marmiko DeCeita,

mdeceita@awrcusa.com and Post Masters will set up an account for you. Training guides are on the IDOA supplemental page https://www.in.gov/idoa/2455.htm

For more information email (Printmailservices@idoa.IN.gov)

Printing & Mailing Services – Post Masters

■ How to Purchase continued

– Gridded Pricing:

■ There is a list of contract pricing on the IDOA supplemental page under the

pricing section.

■ If you do not see what your agency is looking for then contact Marmiko

DeCeita, mdeceita@awrcusa.com, and her team will find a solution through

Vended Print. Post Masters has a wide variety of sub contractors that can

usually fit the scope of the project.

■ Examples of items that are not apart of this QPA

– corrugated boxes, bags, “strange marketing materials”

Printing & Mailing Services– Post Masters

Frequently Asked Questions:– Can we order Business Cards? Can only be purchased for management positions.

If the agency is using tax payer money use postmasters. All other funds are subject to DPAP quoting regulations for best available price.

– Why is there not a timeframe on vended print? If your agency is requesting a print job that is outside of the gridded items, it will go through vended print. Once Post Masters has received all of your specifications, they will send a request for quote to their subcontractor pool, which has 3 business days to respond. At that point agencies will receive the quotes to make their selection and award the print job. The selection must be made within 30 days to secure pricing.

– Why is there not a timeframe on vended print? If your agency is requesting a print job that is outside of the gridded items, it will go through vended print. Once Post Masters has received all of your specifications, they will send a request for quote to their subcontractor pool, which has 3 business days to respond. At that point agencies will receive the quotes to make their selection and award the print job. The selection must be made within 30 days to secure pricing.

Mailing Equipment – Pitney Bowes

Contract Overview:

QPA# 31988

Description of product or service Digital Mailing Meters

Expiration & renewals available 8/1/2019 and has the opportunity to be renewed in 2021

and 2022.

How to Purchase:

All State agencies and other potential customers will have to meet with Pitney Bowes

Account Manager Rebecca Shaw (Rebecca.Shaw@pb.com) to determine the most

applicable product per customer’s production levels. After speaking to Rebecca each

Agency will need to create a My Account in order to process the order.

Mailing Equipment – Pitney Bowes

■ My Account

– Your My Account will have access to all vital account details including:

■ Equipment Information

■ Order Status

■ Account Cases for service or billing issues.

– What you will be able to see

■ Order Equipment and Supplies, verify status, shipping tracking numbers.

■ View account balances and secure invoice copies

■ Create support cases

■ View meter accounting reports and postage spend

■ Obtain prepaid postage balances

■ Set up instructions c an be found on the QPA supplemental page at https://www.in.gov/idoa/2634.htm

Vehicle Parts & Accessories – NAPA

Contract Overview: Vehicle Parts and Accessries

QPA# 18465

Expires: 10/31/2019 Renewals Available: 2 One-Year Renewals

• Two types of authorized NAPA stores in Indiana

• Corporately owned

• Locally owned (a.k.a. jobber stores)

• List of all authorized QPA stores and contact info available @

https://www.in.gov/idoa/2728.htm

NAPA (QPA 18465)

Pricing & Purchasing:

• Pricing is based on categories & percentage off

• If you are purchasing an auto-parts related item, buy it from NAPA!• Similar items on different QPA’s

• All orders should be placed through the punchout• Pricing is tailored to State

accounts

X

NAPA – Setting Up the Punchout

1. Register on NAPA PROLINK

2. Contact your local NAPA store

• Ask for your PROLINK ID to be added to the TAMS phone file.

3. Email a punchout request to: APG_IT_Integration_Team@GENPT.COM

• Include:

1. 10 digit PROLINK ID number

2. A copy of a NAPA invoice if available

3. Your internal location code (i.e. 300DNR 904)

Email Tballinger@idoa.in.gov for these instructions and more info

QPA Information & Feedback

We have made some changes to the IDOA webpage. All of the current QPAs are listed at

https://www.in.gov/idoa/2450.htm with the name of the Contract Manager. To make

our website easier to navigate we have added a column that links to additional

resources for contracts that have information that go beyond the QPA table.

QPA Information & Feedback

QPA Information & Feedback

QPA Information & Feedback

While the vendor manger is listed for each active QPA on the QPA table and the name is

hyperlinked to their email address, we have created a new general email address

vendormanagement@idoa.in.gov to make it easier to contact IDOA Vendor

Management.

We still highly encourage when escalating issues and sending questions to contact the

Vendor Manager directly.

If you do not see the QPA listed on the table, reach out to the general Vendor

Management Inbox and we will put you in contact with the proper Vendor Manager and

get the webpage updated. Additionally, this is useful if the Vendor Manager has been

unresponsive or if you have overall questions about Vendor Management.

Contact Information

Megan Lawson

Director of Vendor Management

MLawson@idoa.in.gov

Kari Jagars

Vendor Manager

kjagars@idoa.in.gov

Jacob Pardue

Vendor Manager

jpardue1@idoa.in.gov

Tanner Ballinger

Vendor Manager

tballinger@idoa.in.gov