procurement for the new buyer to higher education
DESCRIPTION
Procurement for the New Buyer to Higher Education. Valerie Rhodes- Sorrelle, MPA, C.P.M., A.P.P., Grand Valley State University, Allendale, MI John P. Willi, MBA, CPCM, C.P.M., A.P.P., CMRP Dana-Farber Cancer Institute , Boston, MA. Procurement for the New Buyer to Higher Education. - PowerPoint PPT PresentationTRANSCRIPT
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
Valerie Rhodes- Sorrelle, MPA, C.P.M., A.P.P., Grand Valley State University, Allendale, MI
John P. Willi, MBA, CPCM, C.P.M., A.P.P., CMRPDana-Farber Cancer Institute, Boston, MA
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
Organizational Structure
1. The Buyer’s Role;2. Managing the Supplier Base and Relationships;3. Managing Effective Procurement Decisions: 4. Applying Price/Cost Value, Tools for Enhancing
Material and Product Flow; 5. Understanding Specialized Purchasing Instruments
and Contracting Methods; 6. Negotiating Skills
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
1. The Buyer's Role
Customer Service – knowing your customers• Campus Community• Become a Champion for your Procurement
Services Department• Creating Value• Networking• Understanding and knowing what you are
purchasing Technology/Systems
• Analytics
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
1. The Buyer's Role (cont’d)
Contracts
Negotiations
Supplier Relationships
Understanding your Institution• The procurement process• Departmental and University Policies and Procedures
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
2. Managing the Supplier Base and Relationships Understanding the Contract1. Boiler Plate – Terms & Conditions
2. Understanding what’s on the back of your purchase order
3. When to prepare a sealed/competitive bid• Bid thresholds• Negotiations • Bid results
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
2. Managing the Supplier Base and Relationships (cont’d)
Bidding Types• Request for Quotation (RFQ)• Request for Proposal (RFP)• Request for Information (RFI)• Sole Source (see example)• Standing Order vs. Blanket Order
Communication
Supplier Sales Representative Interaction
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
Sole Source Justification Example Form
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
3. Managing Effective Procurement Decisions
Open Competition
Capital Purchase Considerations
Guiding Requirements
Grant/Federal Contract Requirements
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
4. Applying Price/Cost Value Tools for Enhancing Material and Product Workflow
How do you know a price is fair and reasonable/best value?• Historical pricing• Open competition• Internal Estimate
Conduct Market Research
Product Assurance
Logistics Considerations
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
5. Understanding Specialized Purchasing Instruments and Contracting Methods
Government Property• What do you need to know?
Reporting• Requirements
Audit Functions• Documentation
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
6. Negotiating Skills
Negotiation Tactics• Come prepared, don’t “wing-it”• Create list of tactics• Prepare your fallback position
“Win-Win” situation
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
6. Negotiating Skills (cont’d)
Negotiation Tactics (Example)Discounts on new product offerings
Free or discounted training on or off site
Free software upgrades
Discounted software maintenance
Free or discounted product accessories
Free or discounted Professional Services
Discounted extended warranty’s
Offer the approved use of organization’s name in exchange for discount
Ask for a quote with GSA pricing (you will need the grant or contract #) if that supplier sells to the Government.
Energy analysis to compare TCO from one product to the next. What are the year over year costs to operate?
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
91st Annual Meeting & ExpositionApril 1 – 4, 2012
Anaheim, California
Procurement for the New Buyer to Higher Education
Contact Information
Valerie [email protected]
616-331-2283
John [email protected]
617-632-2637