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Statewide ERMS PSAs
Overview
The Oregon State Procurement Office has entered into Statewide Price Agreements with contractors under which State and local government organizations ("Authorized Purchasers") can execute Work Order Contracts ("WOC") to acquire Electronic Records Management Systems (ERMS) products and related professional services.
 
Authorized Purchasers may select a particular Electronic Records Management Systems (ERMS) Contractor when procuring only product, only services, or a mixture of products and services, through a "best value" analysis ("BVA") process within the pool of Price and Services Agreement ("PSA") holders.
 
The State Procurement Office and Enterprise Information Strategy & Policy Division (EISPD) conducted an informational forum concerning the purpose and use of these new agreements on August 24, 2009. During the forum, the Contractors introduced themselves through company representatives and the presentation of slides that provided information about their firms, including what they offer as well as their experience in the Electronic Records Management Systems (ERMS) product and services realm. The attached PowerPoint document provides a detailed overview of the price and service agreement process and reflects the information shared at the forum. 
 
The documents attached below provide a detailed overview of the price and service agreement process and reflect the information shared at the forum, as well as additional resources.
 

 
ERMS PSA - Contract Documents
 
 
Note:  The Oregon Secretary of State’s (SOS) Office has responsibility for the management of state records and for working with the agencies to set appropriate records retention and archival requirements. SOS Oregon State Archives has initiated a multi-year pilot for a software as a service (SaaS) based Electronic Records Management (ERM) Solution.
 
Executive Branch State agencies subject to DAS Authority who intend to purchase an Electronic Records Management solution must first consult with the SOS State Archivist to determine if the SOS ERM Solution will meet Agency need. 
 
Mary Beth Herkert, State Archivist
Oregon State Archives
800 Summer St. NE
Salem, OR 97310
Phone: 503-378-5196
Email: mary.e.herkert@state.or.us

 
If after the consultation, the agencydetermines that the SOS solution does not meet their requirements, Agencies must purchase off the DAS Electronic Records Management System Products and Services Price Agreements or submit an exception request to pursue other alternatives.
 
** Prior to executing a purchase agreement or entering into an interagency agreement with SOS for these services, Executive Branch State Agencies subject to DAS Authority are required to follow the:
 
 
 
 
 

 
ERMS PSA Forums
 
  • ERMS PSA Forum - Agenda - August 24, 2009 

 
ERMS PSA - Contractors
 
  • ERMS PSA – Contractors 

 
DAS Contact Information
 
For more information or questions regarding Statewide ERMS PSA, please contact:
 
Toby Giddings, ERMS PSA Contract Administrator
DAS State Procurement Office
Phone: 503-378-5345
toby.giddings@oregon.gov 
 
or
 
Paula Newsome
DAS Enterprise Information Strategy & Policy Division (EISPD)
IT Investment and Planning 
Phone: 503-378-4138
paula.newsome@oregon.gov