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Who is Periscope?
Periscope is the developer and implementer of the ePro eProcurement system (branded as ARBUY in Arkansas). Periscope also provides other products and services for government procurement and purchasing including its suite of Periscope S2G products including the operation of a national public sector procurement supplier network. Periscope is managing the ARBuy Marketplace on behalf of the State.
Why am I reporting and paying Periscope?
Periscope is collecting the Convenience Fee on behalf of the State to fund State procurement and purchasing operations, support Arkansas Cooperative Purchasing Program buyers, and enable eProcurement through ARBUY.
How will this benefit my business?
A typical question is “What’s in it for me?” Based on independent research and similar State eProcurement initiatives, it’s been proven that eProcurement system brings many benefits to suppliers, including:
- The enablement of catalogs for direct searching and ordering, which makes it easier for purchasers to find what's on contract, understand the products and services, and quickly order. When purchasers can search the web for products, services, information, and solutions it greatly increases visibility and ordering (meaning increased sales).
- The system and catalogs are available to State agencies and to all Cooperative Purchasing Program Entities (e.g. Arkansas local governments, school districts, counties, and cities), which increases the reach of state contracts.
- Support as a marketing arm for the statewide contracts to encourage knowledge and use by buyers, providing additional marketing resources directly for statewide contract suppliers.
What are the additional marketing resources I will receive?
Statewide contracts will be marketed to Arkansas public purchasing entities. For example, we will advertise online and in print publications about what goods and services are available to buyers. We will manage ongoing outreach throughout the year to buyers, feature participating supplier logos at tradeshows, conduct webinars with suppliers, etc. The ARBuy Marketplace Program will increase the visibility of statewide contracts and result in larger sales volumes for those suppliers.
Additionally, we have a password protected site with Marketing Communications templates and assets for use in your collateral. Visit it here: https://ARBUY.info/ARBUY-pep-vendor-resources
NOTE: If you do not have this password, reach out to suppliers@arbuy.info with your request and they will get right back to you.
Why do I have to pay a 1% fee?
Supplier fees to fund procurement operations, cooperative programs, and systems are very common across the U.S. These fees are used to modernize the procurement operations and sourcing experience for buyers, as well as improve services to the supplier community. Suppliers paying the 1% fee will be able to load their catalogs of products or services for searching and ordering in the ARBuy Marketplace. Many of those suppliers can also benefit from promotional campaigns to public sector buyers and assistance with existing and expanded reporting and remittance requirements.
Why isn’t the State paying for its procurement operations and systems?
Many other states have taken similar approaches to funding procurement operations and related software. Participating suppliers are funding the technology and the team that will sign up new users, market and advertise your state contract items, and help drive increased purchases through state contracts.
Does the 1% fee apply to all sales on my State contract?
Yes. Under Arkansas law (§ 1911206 and § 1911249), cooperative purchasing arrangements administered by the State Procurement Director may include administrative fees to support program operations. Accordingly, participating suppliers remit a 1% convenience fee, embedded in your unit pricing, on all contract sales made through your statewide contract including orders placed by state agencies and qualified local public entities under the statute. This administrative fee is assessed via your Statewide Contract or Participating Addendum rather than shown separately on invoices. Quarterly sales reporting is required to support accurate fee reconciliation. Please confirm your State Contract terms and conditions prior to starting your quarterly sales reporting.
If a supplier holds multiple AR State Contracts, are fees paid collectively or separately by contract?
Reporting and fees are paid separately by contract.
Will my current contract still be valid?
Yes, other than the amendment, other terms in the supplier’s contract will remain the same. Those existing terms include reporting and auditing, which is an existing condition of most State contracts.
Will the State agree that the fee will not be applied retroactively, and that any invoice that relates to a PO issued prior to the signing of the PEP Fee Amendment will not be subject to the fee?
Yes. Fees will not be assessed on invoices related to PO’s encumbered before the start of a Supplier’s participation in the PEP.
What options do I have to pay the Convenience Fee?
The current payment options are:
Payment Option 1: ACH – Direct to Periscope
Bank: Texas Capital Bank, N.A.
Address: 2000 McKinney Ave., Dallas, TX 75201
Phone: 877-839-2265
Account Type: Checking Routing: 111017979
Account Number: 4011034727
Account Name: Periscope Intermediate Corp, Arkansas Operating Account
Payment Option 2: Remittance Addresses for Checks
First Class Mail
Periscope Intermediate Corp
PO BOX 674852
DALLAS TX 75267-4844
Overnight
Periscope Intermediate Corp
LOCKBOX NUMBER 674852
1200 E CAMPBELL RD STE 108
RICHARDSON TX 75081
Can I redline the amendment and/or terms for the Convenience Fee?
Any exceptions to the terms of the Convenience Fee should be submitted in writing to suppliers@arbuy.info. To request changes to your contract with the State of Arkansas because of the Convenience Fee, please submit your requests in writing to suppliers@arbuy.info so that the Periscope team may direct your request to the appropriate contact at the Office of State Procurement.
Are there exemptions to participating in the Convenience Fee?
Exemptions are provided on a limited basis at the discretion of the Office of State Procurement (OSP).
Can I negotiate the 1% Convenience Fee?
To ensure equity and fairness for the suppliers, the 1% Convenience Fee is being applied consistently across all eligible state contract suppliers.
Can I reflect the 1% Convenience Fee as a separate price line on my contract and/or invoices?
No, all expenses for doing business must be worked into your contract pricing.
What if I have other business with Arkansas public purchasing entities that isn’t or won’t be sourced through the State contract, do I have to pay the Convenience Fee?
No, the Conveneince Fee will only apply to sales made using the State of Arkansas’s contract vehicle.
When must I submit reporting and pay the Convenience Fee?
Quarterly Sales reports are due no later than thirty (30) calendar days after the end of each calendar quarter. The calendar quarters end March 31, June 30, September 30, and December 31.
What will my company need to Include in Quarterly Sales Reporting?
- Complete and accurate details of all sales, credits, returns, refunds, and the like for the reporting quarter;
- Total of Convenience Fee amount due for the reporting quarter;
- Such other information as the State may reasonably request; and
- If no sales were made during the reporting quarter, then a report shall be submitted showing zero sales and zero Convenience Fee due.
Must I still comply with other reporting requirements in my State contract?
All reporting requirements of your contract with the State are in effect.
Does the Convenience Fee apply to gross purchases on the contract?
This answer will depend on how your contract was included in the PEP :
For suppliers with contracts awarded from a solicitation or participating addendum that included the PEP Fee, the PEP Fee only applies to “Net Purchases” on your State contract. Net Purchases are your total sales on the contract less credits, taxes, regulatory fees, and separately stated shipping charges not included in the unit prices.
For suppliers with contracts awarded from a solicitation that did NOT include the PEP Fee, the PEP Fee only applies to “Net Purchases” on your State contract. Net Purchases are your total sales on the contract less credits, taxes, regulatory fees, clearly agreed to “pass throughs,” and separately stated shipping charges not included in the unit prices.
Must my company report and pay the Convenience Fee if the transaction was not done through the ARBUY system?
Yes, the reporting and fee requirements are related to your contract with the State of Arkansas regardless of how sales are transacted.
Who can see my catalog in the ARBuy Marketplace?
Only State Agency and Arkansas Cooperative Purchasing Entity end users can view catalogs in the ARBUY Marketplace. Suppliers cannot view other suppliers’ catalogs or related item pricing when logged into ARBUY.
Are Suppliers required to build a Catalog in the Marketplace?
The terms of the ARBuy Marketplace Program require supplier participation to build their online Marketplace presence. If the supplier does not participate, Periscope and the State reserve the right to create that online presence on behalf of the supplier.
Will suppliers be required to develop “punchouts” in the ARBuy Marketplace?
No. Suppliers will not be required to build punchout sites associated with the Marketplace. Some suppliers will want to do so and will be supported in that process. Others may simply upload their catalogs into Marketplace for searching and shopping.
What do I need to do to participate (if my contract language does not include the Convenience Fee terms)?
Step 1: Sign the contract amendment and return it to suppliers-ARBUY@mdfcommerce.com
Step 2: Look out for an email from Periscope with links to a quick training video on how to setup your catalog in Marketplace.
Step 3: Work with Periscope to load your catalog.
Step 4: Start receiving orders.
Step 5: Report quarterly on all purchases made through your contract and pay your convenience fee.
Who do I reach out to if I have questions about ARBUY?
Email suppliers@arbuy.info. Provide as much information as possible regarding your question in the email, including your company name and state contract number.
For information about reporting sales and fee payments, please contact reconciler@mdfcommerce.com. Please include your company name and state contract number.
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