Procurement for the New Buyer to Higher Education

1. 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

2. Procurement for the New Buyer to Higher Education Organizational Structure The Buyer’s Role; Managing the Supplier Base and Relationships; Managing Effective Procurement Decisions: Applying Price/Cost Value, Tools for Enhancing Material and Product Flow; Understanding Specialized Purchasing Instruments and Contracting Methods; Negotiating Skills

3. 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

4. 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

5. Procurement for the New Buyer to Higher Education 2. Managing the Supplier Base and Relationships • Understanding the Contract • Boiler Plate – Terms & Conditions • Understanding what’s on the back of your purchase order • When to prepare a sealed/competitive bid • Bid thresholds • Negotiations • Bid results

6. 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

7. Procurement for the New Buyer to Higher Education Sole Source Justification Example Form

8. Procurement for the New Buyer to Higher Education 3. Managing Effective Procurement Decisions • Open Competition • Capital Purchase Considerations • Guiding Requirements • Grant/Federal Contract Requirements

9. 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

10. 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

11. 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

12. Procurement for the New Buyer to Higher Education 6. Negotiating Skills (cont’d)

13. Procurement for the New Buyer to Higher Education Contact Information Valerie Rhodes-Sorrelle rhodesv@gvsu.edu 616-331-2283 John Willi john_willi@dfci.harvard.edu 617-632-2637