With more than 70 statewide term contracts from Mississippi’s IT Hardware Express Products List (EPL), it’s evident that the IT hardware category is a hot one in today’s market. The state took one solicitation and created 70-plus contracts offering a wide range of products including desktop/mobile-based computers, GIS-level workstations, monitors, printers/scanners, servers, storage, and video-conferencing equipment.

Mississippi has 77 approved manufacturers and 99 resellers on the IT Hardware EPL. While there is no confirmed spend value for statewide term contracts since they are based on purchases over the course of a contract, vendors may see large returns; statewide term contracts offer a large range of products and are available for use by all Mississippi agencies, universities, colleges and governing authorities.

The state has a purchase limit for users of $200,000 per project, per fiscal year for the IT Hardware EPL, which notes the anticipated high value. Mississippi also requires customers to obtain quotes from at least two EPL sellers if their purchase will be more than $50,000, which increases vendor competition. Another benefit to the EPL is that new sellers can submit proposals to get in on the action every six months.

Mississippi’s EPL Interactive website provides in-depth contract, vendor and pricing information, specifically for the IT Hardware EPL contract, but is not as robust with spending information. The site allows users to search by category, manufacturer, and seller name. You can also search by manufacturer reseller group, where a manufacturer sets a not-to-exceed price that resellers must obey; from there, some resellers will offer discounts on that manufacturer’s price. They keep this updated as the manufacturer changes any products on their website to make sure it meets state requirements.

Displayed in Table 1 are the different IT hardware categories offered under the EPL. The audio-visual components class is offered by 20 manufacturers and 66 resellers, the most of all categories. Interactive devices, which include whiteboards, voting devices and displays, is a close second with 18 manufacturers and 64 resellers. Some vendors offer both of those top contracts, like the Visix Term Contract. Deltek’s State & Local Term Contract resource has a searchable, saveable, living record for each of the more than 70 Mississippi IT hardware contracts, and 1,200 IT hardware term contracts throughout the United States.

Key take-aways

The IT Hardware EPL contract is set to expire in June 2014, and the state has indicated a replacement RFP will be released in April 2014. If IT hardware vendors don’t want to wait for the new solicitation, they can get on this contract in the next update cycle – the due date for proposals is June 4, 2013.

Forty-six states are using term contracts as an approach to purchase IT hardware. To explore more term contracts and gain insight into competitor contracts and pricing, check out Deltek’s State and Local Term Contracts resource. Not a Deltek subscriber? Click here to learn more about Deltek’s GovWin IQ database and take advantage of a free trial.

• North Carolina Information Technology Services (ITS) should develop and publish written guidance for developing state agency IT project cost and schedule estimates. The guidance should also describe the education, experience, and credentials needed by the personnel who develop the estimates.
• ITS should require state agencies to obtain independent validation of the accuracy and reasonableness of IT project estimates. Alternatively, ITS should require agencies to submit appropriate and adequate documentation so that ITS can evaluate and determine the accuracy and reasonableness of agency estimates.
• ITS should request that the General Assembly consider enacting state law to hold state agency managers accountable and require them to meet IT project cost and schedule estimates.
• ITS should develop and document a method to identify state agency IT projects that require the SCIO’s approval. ITS should also ensure that the EPMO Tool retains both historical and current information to allow for trending and analysis.
• ITS should develop and document procedures to verify state agency data in the EPMO Project Portfolio Management Tool.
• ITS should consider asking the General Assembly for the authority to ensure that ITS receives project status reports on schedule.

1. Provide common user services and platform services through consolidation of infrastructure and existing software licenses.
2. Provide two private clouds: an unclassified DoD cloud and a classified DoD cloud.
3. Improve end-user device access by migrating end-user applications to the cloud and migrating end-users to a Virtual Desktop Interface (VDI) environment.

1. Develop methods, when using commercial cloud service providers, which protect data in transit and at rest, authenticate users, and apply appropriate access controls.
2. Provide virtual container technologies supporting secure unclassified operating environments on a wider variety of approved end-user devices.
   

1. Move to a commercial-government hybrid cloud computing environment with DoD retaining the identity provider role.
2. Improve service interoperability across core, intermediate and tactical edge environments.
   

• Governors’ renewed interest in performance-based management, particularly in education
• More effort to cut corrections and incarceration costs by investing in probation, parole and electronic monitoring programs
• Heavy focus on Medicaid expansion (both for and against), and how to reduce its costs
• Increased dedication to developing a strong future workforce by establishing a wealth of present educational opportunities, led by digital learning platforms
• Amplified justice and public safety initiatives due to natural disasters (Hurricane Sandy) and national tragedies (the Newtown shootings)
• Continued plans to streamline and consolidate government operations through technology

• 2013 by vertical
• 2011-2013 comparison by vertical
• 2008-2013 average by vertical
• 2013 Agenda Item Popularity vs. 2011-2013 average by vertical
• Top 25 cross-over agenda items
• Agenda items with mention of technology, 2013
• Agenda items mentioned by state, 2013
• Community development, economic development/regulation, natural resources/environment, and transportation agenda items, 2013
• Education agenda items, 2013
• General government services and public finance agenda items, 2013
• Health care and social services agenda items, 2013
• Justice/public safety agenda items, 2013

Every April, National Public Safety Telecommunicators Week celebrates the work that telecommunicators engage in every day to keep their communities safe. These individuals are often the first line of defense in the face of tragedy and work to keep everyone calm on what may be the worst day of their lives. When a call comes in to 911, they are the ones charged with gathering salient information, determining which agencies are best to respond, and dispatching first responders.

Public safety telecommunicators also provide key instructions for individuals calling in with an emergency, whether instructing them where to hide during a home invasion or how to give CPR and clear an airway.  

Telecommunicators rely not only on their extensive training and people skills, but also a complex network of technologies to ensure the appropriate help arrives at the correct emergency location as quickly as possible. In the past year, communities nationwide have recognized the importance of these essential technologies and have sought to upgrade or replace antiquated systems.

In the past year, several solicitations were released for the following technologies:

• 911 (Enhanced and Next Generation): 24 
• Records Management Systems (RMS): 19 
• Computer Aided Dispatch (CAD): 13 
• Automatic Vehicle Location Systems (AVL): 7 
• Geographic Information Systems (GIS): 6

Many public safety priorities for 2012 and 2013 emphasize increasing utilization of these systems and improving first-response efforts, which rely heavily on cooperation of neighboring jurisdictions or agencies in the event of an emergency. Increased interoperability coupled with the ability to receive information in real time has greatly enhanced overall telecommunications.

While most state and local governments manage their own dispatch centers, there is likely to be a continued focus on consolidation and partnerships between agencies to curb costs and improve efficiency. Dispatch equipment such as CAD, RMS, GIS mapping and AVL technology are typically procured through a formal solicitation process. Usually, CAD and RMS equipment are procured together, but as most of these technologies require integration, agencies may choose to procure all equipment within a technology suite. This helps agencies save time and money and allows for simultaneous upgrade and implementation processes.

The upgrade or enhancement of 911 systems to next generation has been on the radar of many governments over the past few years due to many systems becoming obsolete. Next generation 911 advancements have put pressure on agencies to incorporate new capabilities into 911 systems, such as the ability to receive text-to-911, video streaming and picture messaging. Most 911 projects are implemented through a formal procurement process, and some agencies even prefer to utilize an RFI or hire a consultant prior to formal implementation. Despite tight budgets, agencies will likely continue to put forth the effort to ensure the most efficient and advanced dispatching technologies are purchased because, like dispatchers, these systems are central to the mission of public safety agencies.

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• Software/Applications – 320 solicitations
• IT Hardware/Computers/Peripherals – 222 solicitations
• Telecom/IT Maintenance and Support Services – 176 solicitations
• Telecom/IT Implementation/Installation/Integration Services – 136 solicitations
• IT Staffing/Consulting/Project Management Services – 72 solicitations
• Data Center/Data Warehouse and Data Management/Collection – 28 solicitations
• ERP/Human Resources/Financial Systems – 19 solicitations
• Content/Document/Customer Relationship/Records Management Systems – 16 solicitations
• Telecom Solutions/Equipment – 14 solicitations
• BI/Analytics/Performance Management Solutions – 7 solicitations

The most common terms appearing in justice/public safety and homeland security solicitations during March were fire alarm and alerting, camera/surveillance and consultant. The below word cloud provides a visual interpretation of key term frequency.

• Number of Public Safety Bids: 946
• Top three states (by number of solicitations released): California (116), Pennsylvania (65) and Texas (65)
• Top three keywords:  fire alarm and alerting, camera/surveillance and consultant

Frequency of terms:

• Radio: 8 (6 local and 2 state)
• 911: 1 (1 state, 1 local)

Compared to the flurry of activity in February, March proved to be a slow month for procurement across the country. One trend that carried over, unfortunately, was that of canceled projects. Governments continue to be concerned with sequestration and the potential funding impact it may have, which was especially evident in early March. The majority of canceled projects were at the state level, which is expected to get the most immediate impact of sequestration.

New Jersey’s Department of the Treasury canceled its requirement for statewide 911 telecommunications equipment, and West Virginia canceled its video surveillance system project. Some locations are even putting aside critical systems replacements in favor of cheaper upgrade options, as Sacramento, Calif., did with its radio system project.

Very little uniformity was seen in March in terms of the types of projects procured across states and localities. Fear of increased spending cuts has likely caused purchasers to create even more rigid priority lists and focus only on the most essential items first. Sandy Springs, Ga., for example, released a solicitation for its unified radio system project management opportunity, which will cover several cities in north Fulton County. The city plans to purchase the system off of a statewide contract once the project manager makes its recommendation. Likewise, Charleston County, S.C., released a long-awaited RFP for its public safety software system after releasing two RFIs for the project beginning in 2010. The project has undergone significant transformation from the original RFIs, with entities and systems joining and being removed over the last three years, as is common in projects that take significant time to finish.

Analyst’s Take

The evolution of projects from an initial RFI will be important for vendors to remember considering RFIs were particularly abundant in March for both state and local governments. The technologies sought through these RFIs vary widely and provide opportunities for vendors across the board. Orange County, Fla., released an RFI for thermal imaging cameras, while the Florida State Courts System released one for remote court interpreting technology. New York’s Metropolitan Transportation Agency (MTA) released an RFI for a new radio system, and the state of Iowa released one for digital radios and communications devices. 

The prevalence of RFIs continues to be an encouraging sign that the market may pick up; however, vendors should still practice cautious optimism. As seen in Charleston County, it can take several years before funding is secured for projects mentioned in RFIs, and the scope can shift significantly. Agencies often use RFIs as a way to estimate the cost of their projects and are often forced to cut back on the physical scope or requirements upon learning the true cost.

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Second, the FAA may choose to compete brand new contracts for NextGen requirements. The $64,000 question at this point is will the FAA leverage cloud computing for its needs? Publicly, the FAA’s progress toward the cloud has been slow. Behind the scenes, however, it is beginning to look like the agency is growing more comfortable with using cloud-based solutions. For example, Noblis has been providing cloud computing support for the FAA’s System-Wide Information Management (SWIM) program since June 2012. That order was awarded via Enterprise Communications Support Services (ECSS) contract # DTFAWA11D00051. More recently the FAA Office of Airports awarded a contract to L-3 Services (a subsidiary of L-3 Communications) for its System of Airports Reporting (SOAR) II requirement. Section 4.2.3 of the Statement of Work called specifically for the awardee to complete an assessment of a potential cloud computing solution for SOAR II. Strictly speaking, SOAR II is not a NextGen system, but because it interfaces with NextGen systems I am wondering how long it will be before a lot more Market Surveys calling for NextGen related cloud solutions start appearing on FedBizOpps.gov.