Massachusetts Higher Education Consortium Quarterly ...files.ctctcdn.com/2790598a001/e74fcc30-8485-4aa5-9840-4f...Massachusetts Higher Education Consortium Quarterly Meeting Minutes,

Massachusetts Higher Education Consortium Quarterly Meeting Minutes, Wednesday, February 11, 2015

Attendees:

Last First Organization Title

Airozo Paul Massachusetts Maritime Academy Director, Purchasing & Contracts

Bickelman Ellen MHEC Member Outreach

Bussey Brenda Worcester State University Director of Procurement & Accts. Payable

Colella Laurie Worcester Polytechnic Institute Manager of Procurement Services

Coogan Kym Salem State University Procurement Systems Manager

Densmore Senga Westfield State University Buyer IV

Desjeans Karen Holyoke Community College Staff Assistant

Dunn Darlene Fairfield University Purchasing Assistant

Hassay Rosemary UMass Amherst Purchasing Manager

Kennedy Rita Quinsigamond Community College Buyer I

Lankowski Holly UMass Amherst Purchasing Coordinator

Mansfield Deborah Girl Scout of Central and Western Mass. Operations Manager

Martin John UMass Amherst Director of Procurement & Campus Services

McCarthy Sue MHEC Assistant Business/Sr. Contract Mgr.

Miller Joan MHEC Sr. Contract & Customer Service Mgr.

Monzillo Rika MHEC Sr. Contract & Communications Mgr.

Perez Peter Fairfield University Manager

Piquette Diane Massasoit Community College Buyer IV

Providenti Lindsy MHEC Admin. Assistant/Bid Coordinator

Ramos Reynaldo North Shore Community College Buyer IV

Raymond Chris Westfield State University Director Procurement & Admin. Services

Roche Peter Town of Natick Procurement Officer

Rust Christopher Mount Holyoke College Purchasing Manager

Tata Stacey Quinsigamond Community College Purchasing Manager

Thompson Anita UMass Boston Administrative Assistant

Tichich Lynda Salem State University Business Analyst III

Weiss Eric MHEC Executive Director

Wickersham Walter Boston University Chief Procurement Officer

Wikar Stacey MHEC Director of Operations

Wilson Evelyn Salem State University Procurement Director

Wright Janel University of Connecticut Associate Director of Procurement Services

Wykes Paul Clark University Business Manager


Stacey Wikar Director of Operations

All participant phones are on auto-mute.

If you have connected via the web link you may type your question in the public chat.

We will also unmute for questions at the end of the session.

If you encounter difficulties during the meeting please email [email protected] or

call 413-545-4669.

Eric Weiss

Executive Director WELCOME

Call to order Welcome and Introductions

Type Name in Public Chat Box Acceptance of Minutes: November 2014 Quarterly Meeting

Motion Accepted by: Paul Airozo, Director of Purchasing, Massachusetts Maritime Academy

Second by: Brenda Bussey, Procurement Manager, Worcester State University

What is going on with MHEC Experiencing significant membership and supplier growth over past few years Planning for the future - growth (staffing review and IT upgrade projects are underway) Reaching out to new and old members Cohesive long term marketing strategy

MHEC Objectives

Focus on contract relevance Encourage increase member spend on contracts Continue to be attentive to member needs Focus on new market areas (library contracts) Encourage strategic partnerships (MLS, OSD etc.) Aware of competition from other consortia

Data and Information for Members

Spend information tracked throughout year MHEC contracts utilize CSF/no membership fees Work with members and suppliers to track spend Provide “annual savings” data to members Evaluate spend data for trends and information

Membership Questions

Are you fully utilizing MHEC contracts?

mailto:[email protected]


Are you a newer member and need MHEC assistance on contracts access and use? Have you become complacent in your use of MHEC contracts? Do MHEC contracts meet your needs? Which MHEC contracts work best for you?

Eric Weiss

Executive Director Treasurer’s Report

Ellen Bickelman Member Outreach

New Member Update:

567 members at the last quarterly meeting 579 as of 1/25/15 Increase of 12 ( one per week) – slower growth due to the holidays New members include public libraries (3), private secondary schools (3), public schools

(2 from MA, 2 from CT), Housing Authority (1) and Educational Collaborative (1).

New Member Research

Library Associations in NH, ME, RI, VT Head Start Programs


Private Not for Profit Schools in MA Council on Aging, Aging Services Access Points

Ellen Bickelman Member Outreach

Municipal Outreach

Discussions with Lowell, Quincy, Framingham and Weymouth; large municipal members

with low spend

Meetings pending with non-members Boston, Revere and New Bedford

MHEC Outreach Past Quarter

NEMA Conference – November

MHEC/MLS Training – November

MHEC Hosted MAPPO meeting – November

Whalley IT Event – December

MHEC Outreach Next Quarter

Mass. Charter Public School Assoc. - March

Stonehill College - April

MassBuys - April

MLA Annual Conference – May

Association of College/Research Libraries – May

MAPPO Annual Conference - May


Information Technology Update

Test phases of implementing Bid Express: On-line bidding software

Paperless; suppliers to respond to online bids

Database update in test phase: Internal database testing on terminal services,

Microsoft Azure, Sequel Server

Website redesign in test phase: Wordpress

Annual Report

The FY14 Annual Report was published and e-mailed to our members in January. It is

also posted on the MHEC website under “about us”.

Individual volume reports for members through June 30, 2014 were e-mailed to

members. If you would like an additional copy please e-mail [email protected].

Annual Report Components



Year in Review

Annual Audit

New Initiatives

Summarized Volume Figures


New to the Marketplace

ACT Group B11

Imprint Express F11

Worldwide MED D05

Quarterly Member Meeting

April 10th, July 10th and November 6th

Golf Tournament/Networking Event

May 29th at Blackstone National

MHEC Expo

September 18th

Judy Thornton Business Manager, Assistant Treasurer Financial News:

Status

Financial Statements 12/31/14: Completed

Treasurer’s Report 12/31/14: Completed

Budget Preparation FY2016: In Process

Year End; 1099’s, W2: Completed

Reconciliations MOU: Completed

Reconciliations: Bank Completed

FY2014 Member Reports:

Process:

1. Suppliers submit volume reports

2. MHEC compiles Quarter & Annual Data

3. “Draft” Member Reports sent to each member

4. Member reviews “draft” and submits discrepancies

FY2014 Member Reports (cont):

Since last meeting:

1. Resolved most discrepancies


2. Prepared “Final” Member Reports

3. Reports emailed members: 1/23/15

Judy Thornton Business Manager, Assistant Treasurer

FY2014: Summary -Volume Sales

Net Sales: Increase $3.4M

Next Steps: Volume Analysis 2014:

Compile Multiple Years of Data

Analyze Trends: Contract, Supplier, Member

Create reports for Contract Managers

Paul Coute Sr. Contract Manager

MC15-G02 Grounds Maintenance: Equipment, Supplies and Services

Contract Term: 9/1/2014 to 9/30/2017

Reopening bid for Golf Carts per request of a Member.

Includes Purchase, Lease, Rental, Parts, Maintenance and Repair Services

MC11-F11 Promotional Products, Awards & Flags/Banners

Contract Start Date 1/1/2015

187 Brands

20 Vendors

37 Categories


List of Suppliers Offering Complete Catalogs

FY Gross Value$ Net Sales$ Cost Avoidance$ % Savings

FY2012 $244,850,528 $161,968,657 $82,881,870 33.85%

FY2013 $241,597,995 $159,065,846 $82,532,148 34.16%

FY2014 $242,581,315 $162,456,247 $80,125,068 33.03%


Apparel (non uniform) Clocks Healthcare Travel Items

Automotive Computer AccessoriesKey Tags Watches

Award & Recognition Desk Items Kitchen & Home Artwork Fee

Badges & Lanyards Eco Friendly Identity Theft Protection Set-up Fee

Bags Executive Gifts Mugs & Drinkware Flags / Banners Installation

Banners Flags & Accessories Writing Instruments All Promotional Categories

Calendars Food & Beverage Sports & Outdoor Die Charges

Candy & Snacks Fun & Games Stress Balls Design

Caps & Hats Golf Items Tools & Hardware Silk Screen

Embroidery

Paul Coute Sr. Contract Manager


List of Categories

MC11-F11 Promotional Products - List of Suppliers

Authentic Promotions.com IMPRINT EXPRESS

Avanti Lane Printing & Advertising

BossMark PRIME TIME PLUS

Championship Award Guys Print Associate

Collegiate Promotions Prize Possessions

EagleTrophy Razz-m-Tazz Promotions

Flagraphics Silver Screen Design

Go Green Solutions Silver Screen Design


MC11-C07 Furniture

Bid Post Date: 2/24/2015

Bid Open Date: 4/14/2015

Contract Term: 7/01/2015 to 6/30/2018 with extensions to 6/30/2020

Sue McCarthy

Assist. Business Mgr./Sr. Contract Mgr D05-Life Science Products

New contract effective 1/1/15 – 2/28/2017

With-option for 2 renewals

9 Suppliers awarded

4 New Suppliers

1 No Award – Nebraska Scientific

Bio Corporation - New Sargent Welch

Carolina Biological VWR Education - Wards Natural Science

Connecticut Valley Biological Supply - New Westnet, Inc. - New

New England BioGroup WorldWide Medical Products, Inc. - New

Fisher Scientific

D05-Life Science Products

Supplier AVG

Discount

Entire

Brand,

Catalog or

Website

Returning

Vendor

Notes

Flagraphics, Inc. 10-25% X X Flags and Banners

Metro Sign & Awning 30% Flags and Banners

Eagle Trophy 20% X Prime Product Trophies

Nally Associates DBA Championship Award

Guys

15%

X Prime Product Trophies

1st Ad Specialties 20% X Same Distributor

Imprint Express Inc 21% X Same Distributor

Go Green Solutions Inc. 15%

X

Same Distributor

Geneal Merchandise at

20%

Authentic Promotions.com 20% X

Avanti Marketing & Development 15% X

Billard Corporation dba Promo Warehouse 20%

BossMark, Inc. 30% X

Collegiate Promotions 30% X

Lane Printing & Advertising 15% X

PRIME TIME PLUS, INC 18% X X

Print Associates 19% X X

Prize Possessions Inc. 56% X X

PromoCentric Inc 20%

Razz-m-tazz Promotions 20% X X

Silver Screen Design, Inc. 10% X X

The Print House 20%


Improvements:

Expanded Categories from 6 to 12

Addition of Small Animal Supplies

Life Science Chemicals, Assays & Reagents Life Science Models

Life Science Dissection Tools & Supplies Life Science Skeletons

Life Science Educational Study Kits & Sets Life Science Small Animal Supplies

Life Science Educational Supplies Life Science Services, Custom or Other

Life Science Lab Equipment Supplies & Consumables Life Science Specimens-Living

Life Science Live Animals Life Science Specimens-Preserved

D05-Life Science Products

Improvements:

6 Suppliers offering Entire Catalogue/Website:

Bio Corporation

Carolina Biological Supply

Connecticut Valley Bio Supply

New England BioGroup

Sargent Welch

VWR - Wards Natural Science

Sue McCarthy

Assist. Business Mgr./Sr. Contract Mgr D05-Life Science Products

Improvements:

3 Suppliers increased discounts:

2 Marketplace suppliers:

Supplier Status

Westnet Coming soon

WorldWide Medical Products Completed-Live

Returning Suppliers Old Discount New Discount

Carolina Biological 8% 10%

Sargent Welch 15% 20%

VWR Education - Wards Natural Science 15% 20%


Contract Renewals

C05/Mattresses, Box Springs, Bedding Covers/Protectors, Shower/Cubical Curtains &

Linens:

2 years - from 12/31/14 to 12/31/16

D21/Electronic Test Equipment:

1 year - from 11/30/14 to 11/30/15

Contract Renewals

D32/Medical/Dental Equipment Supplies and Service:

2 years - from 12/31/14 to 12/31/16

G12/Uniforms and Occupational Equipment:

2 years - from 11/30/14 to 11/30/16

Joan Miller

Sr. Contract /Customer Service Manager Contract Renewal - F07

Copiers, Digital Duplicators & Fax Equipment, Supplies & Maintenance

Bid opened: October 9, 2014

New contract goes into effect March 1, 2015 and expires 1/30/2017

Bids received from: Canon, Konica, Hub Technical, Kyocera, Ricoh, Riso, Toshiba,

Xerox – All being awarded

Late-Bid not received: CBS Connecticut Business Systems – dealer w/Xerox

Contract Renewal – F07


Contract enhancements includes:

Improved discounts & rates

Volume discounts

Improved services


Additional categories

Numerous dealers

User guide and tips from each supplier

What sets us apart from other GPO’s? This new contract offers a full

product & service offering

Contract Extension - F07


Categories includes:

All suppliers are on for: Mainframes, Accessories, Supplies,

Maintenance, Software, Print Management Services, Leases (36, 48 &

60 months) & Professional Services

No additional fees for equipment moves

Leases includes both FMV & $1 Buyout options

No charge for training

Offers contract to all NE states

Marketplace interest

All exhibiting in this year’s expo

Joan Miller

Sr. Contract /Customer Service Manager Contract Improvement Sampling

Current contract holder Category Current contract New contract offer

Canon Digital Multifunctional, Photocopiers Mainframes 50 & 60% Up to 60%

Canon Photocopier Accessories 40 & 45% Up to 60%

Canon Color Supplies 20% Up to 60%

Canon Software 35% Up to 60%

Konica Accessories 65% 66%

Konica Digital Multifunctional, Photocopiers Mainframes 60%-70% 76%

Ricoh Digital Multifunctional, Photocopiers Mainframes 50% 67%

Ricoh Photocopier Accessories 30% & 50% 30% & 66%

Ricoh Software 10% Various 6%-23%


Riso Accessories 15% 22%

Riso Digital Multifunctional, Photocopiers Mainframes 15% 22%

Xerox Digital Multifunctional, Photocopiers Mainframes 25% 45%



Contract Renewal – D26

Biological Safety Cabinets, Cleaning, Certification, Maintenance, Repair & Installation

New contract goes into effect March 01, 2015 and expires 12/31/2017

Competition for Certification/Cleaning of Biological Cabinets

Team support from UMass Medical & UMass Amherst

Contract Renewal – D26

Biological Safety Cabinets, Cleaning, Certification, Maintenance, Repair & Installation

Bids received from: Air Systems, Alert Scientific, B&V Testing, Baker Co.,

Nuaire/Labreco, VWR & Westnet Inc.

All being awarded except: Westnet Inc.

No longer on contract: Northeast Scientific Assoc.

Improved pricing

B&V committed to improved services

Joan Miller

Sr. Contract /Customer Service Manager F04 Software

Post: 3/4/2015

G24 Signage

Post: 3/25/2015

D25 Laboratory Equipment, Chemicals & Repairs

Post: 5/27/2015

EXPO in the works!

Grand Marshal: John Martin/University of Massachusetts Amherst

Member Registration - new location

Theme: Going Green - based on member & exhibitor feedback

Volunteers are always appreciated! Contact: Joan Miller [email protected]



Rika Monzillo

Sr. Contract Manager F03 MAILROOM

Current term extended until 2/28/2015 New contract effective 3/1/2015 to 9/30/2017 Awards to be announced shortly Suppliers not anticipated on contract

Neopost

G27 LIGHT DUTY VEHICLES

This contract is in the process of being updated to Model Year 2015 Pricing remains in negotiation for some models It is anticipated that the number of vehicles will be reduced to 133; based on usage

L02 VEHICLE RENTAL & SHARING

Available for personal use Can use portal on the MHEC Marketplace Select option without insurance Outside of NE check pricing for both Enterprise and National brands

B13 Print Services

Out to bid in February 2015

G10 Domestic & International Delivery

Out to bid February 2015

B01 Graduation Regalia

Out to bid in March 2015

Documents

Massachusetts Higher Education Consortium Quarterly ...files.ctctcdn.com/2790598a001/e74fcc30-8485-4aa5-9840-4f...Massachusetts Higher Education Consortium Quarterly Meeting Minutes,