SVAR User Guide New Format 071625.doc

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

July 16, 2025

NASPO SVAR USER GUIDE

Software Value Added Reseller (SVAR)

505ENT-M23-NASPOSVAR-00

Contract Quick Guide Link to NASPO Software VAR (2022 - 2027):

https://naspovaluepoint.org/portfolio/software-var/ Table of Contents

21.

OVERVIEW

22.

SCOPE

23. EULA’S

34.

AWARDED VENDORS

35.

PRICE STRUCTURE

46.

CLOUD PRODUCTS

47.

SERVICES

58.

WHEN TO CONTACT THE CONTRACT MANAGER

59.

REQUESTING BUSINESS CASE EXCEPTIONS (BCE)

510. “NO BID” RESPONSE FROM RESELLERS

511. RESELLER/PUBLISHER PAYMENT ISSUES

612. ADDITIONAL CONSIDERATIONS

1. OVERVIEW

This mandatory contract provides procurement authority for all 50+ State Agencies, boards and commissions, and 26 campuses of the University of Wisconsin System (UW) located throughout the State to purchase Commercial of the Shelf (COTS) software and Software as a Service (SaaS). Municipalities and other public entities may purchase from these contracts as well.

2. SCOPE

The scope of this contract includes the following Products and Services

3. EULA’S

State agencies are responsible for negotiating EULA’s with the software publishers prior to purchasing a software license or subscription.

4. AWARDED VENDORS

There are 4 awarded vendors on this contract:

CDW – G (505ENT-M23-NASPOSVAR-01)

· For Quotes contact SLG-WI@cdwg.com

INSIGHT (505ENT-M23-NASPOSVAR-02)

· For Quotes contact Erin Schmitz, email: teamwisconsin@insight.com 480-366-7194

SHI (505ENT-M23-NASPOSVAR-03) – Certified MBE

· For Quotes contact:

· State Agencies, email Wisconsinteam@shi.com

· Higher Education/Campuses, email wisconsinedu@shi.com

· SHI Account resources

· State Agencies – Chris Peterson Chris_Petersen@shi.com

· Local Gov WI – David Broaden David_Broaden@shi.com

· Education – Mike Mapes mike_mapes@shi.com

ZONES (505ENT-M23-NASPOSVAR-04)

· For Quotes contact NASPO.SVAR-WI@zones.com

· Zones account resources

· Asad Ijaz (director of sales) 253-288-6318

· Javaria Tahir (senior account exec) 253-545-7347

Reminder: You should request quotes from each reseller to ensure you obtain the best price. Per the contract, resellers are allowed three business days to provide a quote. If the reseller asks for additional time, it is up to the agency/campuses discretion whether they will grant the reseller the additional time.

5. PRICE STRUCTURE

The State is contracted to use the resellers “Maximum Markup” (Cost Plus) detailed on each resellers Software Price sheet posted to VendorNet. To find the full price sheet click the links below that will take you to the NASPO Site.

CDW-G

Insight

SHI

Zones Please note that while Oracle is listed on the NASPO Sites’ price sheets, the State has a different mandatory contract for the purchase of Oracle and shall not be purchased through this contract.

6. CLOUD PRODUCTS

Only SaaS is allowed under this contract. Any other type of cloud purchase (IaaS, PaaS, XaaS, etc.) cannot be purchased through this contract. For procurement authority for cloud products other than SaaS, please see the NASPO Cloud contract.

Prior to purchasing SaaS, please reach out to the SBOP Contract manager (Sandra Barg) via email Sandra.Barg1@wisconsin.gov. The email correspondence should include the agency’s IT director as a CC. Please also indicate in your email where you are at in the process. The preference is that this email takes place during the exploration stage and prior to the solution being identified, if possible. The SBOP contract manager will review the email to ensure that it falls under the scope of the cloud contract and will then forward the email on to DET for their input. Agencies shall wait until approval is provided by both the SBOP contract manager and DET before pursuing a purchase.

7. SERVICES

Services are only allowed in conjunction with software purchase.

· Publisher Provided Services – are limited to implementation, training, development and customization.

· Contractor or Reseller Services – require written approval from the contract manager prior to proceeding.

Note: It is the Agencies responsibility to ensure that all associated terms and conditions related to the Services including a Statement of Work (SOW) are in negotiated and in place with the Contractor or Publisher (as applicable). Agencies will also need to negotiate the End User Licensing Agreement (EULA) prior to purchasing the software, as there have been issues with the terms of the contract being passed down to the publishers.

8. WHEN TO CONTACT THE CONTRACT MANAGER

When you have a problem that you have not been able to resolve with the vendor, this should happen before the issue becomes a crisis/time sensitive issue.

9. REQUESTING BUSINESS CASE EXCEPTIONS (BCE)

BCEs shall be requested prior to purchasing software from a vendor other than the resellers on this contract. To request a BCE, you will need to email the contract manager. Different documentation is needed depending on the reason for the request

· Resellers can’t quote – please provide the contract manager with emails from all of the resellers indicating they can’t get the product

· Sole source – a sole source letter is needed from the publisher. If the sole source is on letterhead, it needs to be dated within a year, and be signed and on the publisher’s letterhead. Emails from the publisher are also accepted.

· Cost Savings – provide the quotes from the reseller as well as the quote from the publisher. Please note that approval of cost savings BCE requests are made on a case by case basis at the discretion of the contract manager Note: Approval of a BCE request only allows the requestor to purchase off contract. Procurement purchase thresholds still apply, and an applicable procurement authority needs to be in place based on the dollar value of the purchase.

10. “NO BID” RESPONSE FROM RESELLERS

When receiving no quotes from the SVAR Vendors, if the total cost of the products is under $50,000, you can use the no quotes as documentation for a simplified bid instead of seeking a Governor’s waiver.

11. RESELLER/PUBLISHER PAYMENT ISSUES

If end users are having issues with the resellers not paying the publisher in a timely manner, and are facing the software being shut down or the threat of it being shut down, you have options.

· Request a BCE to go direct. If choosing this option, you will need documentation that none of the other resellers can get it. You will also need an appropriate procurement method to purchase.

· Work with the reseller and publisher to get it paid. If consistently an issue, you can request a BCE for the next renewal.

· Involve the SBOP Contract manager … this should happen before your software is shut down.

· Some resellers are willing to meet with agencies/campuses every 90 days to go over upcoming renewals for the next 6 months. This would be a good opportunity to focus on the one’s that have been problematic in the past.

12. ADDITIONAL CONSIDERATIONS

In addition to adhering to applicable policies and/or procedures, contract users must ensure to consult with the appropriate IT representative or stakeholder within their individual organization to understand what IT specific pre-screening, assessments, or approvals may need to occur before a transaction can be completed.

Such pre-screening, assessments, or approvals may include but are not limited to the following:

· High Risk IT Process -PIM 22-001 If the goods or services purchased through this contract are intended to support a High-Risk Project (this includes a PO being issued for over $1,000,000), state agencies shall ensure that the High-Risk approval process is initiated and completed prior to the PO being issued or the contract signed. More about this process can be found in the PIM 22-001 (linked above). State agencies need to complete the DOA–3730 and submit it through the RPA portal https://rpa.wi.gov/#/Home selecting the High-Risk tile from the main page.

· Cloud Brokerage Review

· DET Architecture Assessment

· Telecommunications System Study Report (TSSR) Additional Resources:

· State Procurement Manual (PRO-508)

· High-Risk IT Plan

Contract Manager

Sandra Barg

DOA – Bureau of Procurement

101 E. Wilson Street, 6th Floor

Madison, WI 53703

608-266-1558

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[Division], [Address], Madison, WI 53707

Phone: (608) [266-1558] | DOA.WI.GOV