A Cooperative Procurement Strategy

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ANALYSIS AND EVALUATION OF COOPERATIVE ORGANIZATION • How long has this cooperative organization been operating? • Does Your Agency have to regier as a Member to use the contracts? Is there a fee? BEFORE YOU GET STARTED • Does the cooperative conduct its own procurement process or use — YOUR AGENCY another agency as the lead? • Identify and underand your cuomer’s needs. • Was the solicitation advertised – where and how? Know where you are going! • What procurement laws does the cooperative follow in soliciting, • Do you underand your legal authority to evaluating and awarding contracts? use cooperative agreements? • Has that lead agency or the cooperative received any 3rd party • Is your Legal Counsel familiar with the audits, peer review or achieved awards for their contracting process? concept of cooperative purchasing? ROADMAP TO • What is the level of cuomer service in response to queions, • Has your agency successfully utilized concerns or reques for information? cooperative purchasing in the pa? • Does their website contain accessible and thorough documentation? • Does your Board or Council have to A Cooperative • Is contact information provided to readily conduct more approve the use of a cooperative, as in in-depth research?” a pre-approved li? • Is the cooperative a member of any national cooperative association that • Have you considered diversity participation? Procurement Strategy has high ethical values and andards for its members? Local preference? Social Goals? Political landscape? S THE CONTRACT DELIVERY OF GOODS & SERVICE BAKE OFF! • Does the awarded contract contain the specic solution you require? Compare contracts side-by-side. • When was the contract awarded, and when does it expire? Multiple contracts for the same • What are the qualications, capabilities and nancial health product? Bake them off! of the awarded supplier? • Do they have the capacity to fulll your Agency’s needs? • Can you obtain a copy of all applicable contract documents? • How is pricing addressed? Is it actual, percentage discount from li, or ceiling based pricing? ARE WE THERE YET? • Can the terms and conditions of the contract be amended to meet the needs of your Agency? Indemnity clause? • How is contract use monitored? Are usage reports available? CHECK IT • Is there a rebate on the contract? How is that paid? STRATEGIC OFF YOUR LIST Can it be credited again the contract pricing? PLANNING For leveraging your • Legally okay? • Does the cooperative have a process for vendor issues or disputes? KEY team’s be talents and • Cooperative checks out? time, does it make sense to • Contract – valid vehicle? take a percentage of your Agency’s annual • Supplier – Thumbs up? expiring contracts or bids – particularly for • Advantageous Pricing? the mundane and routine – and research Be Value for Agency? cooperatives that might ll the need inead?.

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