What is a DAS Statewide Price Agreement?
A DAS Statewide Price Agreement (Price Agreement) is a master agreement for the procurement of products or services at agreed upon terms for use by all state entities. Price Agreements benefit agencies by obtaining price discounts and leveraging other concessions through volume purchases. Additionally, an agency avoids administrative, procurement and contract management burdens. DAS manages these processes for certain products and services to leverage the state’s buying power and reduce the need for multiple agencies to conduct solicitations and establish and manage individual contracts.
A Price Agreement comprises a group of common items or services competitively bid to set the prices contractually for a specified time period. The prices are frequently “ceiling” prices and an agency should seek to negotiate further discounts as applicable. A supplier awarded a Price Agreement contract is obligated to provide the specified products or services, at or below the contracted price and terms, to all agencies using the contract.
The DAS Statewide Price Agreement program efficiently leverages the state’s buying power to lower acquisition costs and strengthen terms and conditions. DAS recovers the cost to administer the program through fees that are included in Price Agreements. Administrative fees range from .5 to 2 percent of the cost of the product or service, depending on factors such as volume and usage. These fees are collected and reported by the suppliers for the contracts they are awarded. Fees are monitored throughout the year to determine if the program is generating revenue at levels needed to recover operating costs.
Resource: DAS maintains a webpage that lists existing statewide software license agreements.
When to use DAS Statewide Price Agreements
Agencies must make their Buy Decision in the priority order specified in administrative rule. DAS Price Agreements are the fourth priority source and an agency may not elect to procure through a lower priority source, unless the agency determines that the procurement need cannot be met through use of a Price Agreement.
If DAS offers an applicable Price Agreement, and if it is a mandatory use agreement, the agency must use the Price Agreement to fulfill its procurement need. If the Price Agreement is not mandatory use, the decision to use an existing Price Agreement or to acquire the needed products and services from other sources is at the agency’s discretion.
Agencies should use the Price Agreements where possible because this is the most efficient acquisition method. However, if an agency chooses to procure needed products and services outside of the Price Agreements available, it is subject to all the requirements of the procurement method selected.
How to use DAS Statewide Price Agreements
Price Agreements are accessible through ORPIN. New agreements include a "Buyers Guide" which provides a brief overview of what the Price Agreement covers, including:
- Brief description of the products and services.
- Awarded price agreement number.
- Supplier name and contact information.
- Best value analysis instructions (if applicable).
- Pricing, special ordering instructions (as applicable).
- Unique considerations or price agreement highlights.
- Helpful links and applicable resources.
||To determine if a Price Agreement exists and whether it's mandatory, visit:|
- DAS Procurement Services Popular Price Agreements website, or
- Use ORPIN and perform a "Statewide Contract Search" or an "Award Search" for active contracts.
- Is the product or service available through a Price Agreement?
- If yes, determine if the agreement is mandatory use.
- If no, the agency should assess appropriate source selection methods through the open market.
- Is the Price Agreement mandatory use?
- If yes, conduct the procurement according to the applicable buyer's guide or other guidance.
- If no, the agency may elect to use the Price Agreement rather than going out to the open market or may assess appropriate source selection methods through the open market.
|Conduct legal review of contracts over $150,000
||Unless otherwise exempted, if the value of the Price Agreement order exceeds $150,000, the agency must submit the final contract or Purchase Order to the Attorney General for the required legal sufficiency review.|