Waste+ Collection Vendor Selection Team Training

1. Presented by: COPE Administrative Team Skip Roos & Carole Cooper July 29, 2014 Waste+ CollectionVendor Selection Team Training Carol Richter Mark Armstrong Joyce Burgett Amy KlostermanJenni Lindgren JenniPetrey Rita Zimmerman

2. Presentation Summary • Thank You & Introductions • COPE Mission • Pre-Project Start-Up • Project Preparation • Potential Vendor Submissions, Including Additional Questions Answered • Analysis of Vendor Submissions & Recommendation Development • Presentation of Recommendation, Selected Vendor Decision & Follow-Thru • Communication to Members & Selected Vendor & Non-Selected • Implementation with Members by Selected Vendor • Ongoing Project Maintenance • Renewal Start-Up

3. Cope Mission To implement an effective strategy for an Archdiocesan Wide Cooperative Purchasing Process that is attractive to Archdiocesan Entities and utilizes the combined buying power of Archdiocesan Participants for goods and services. One that strives to: • Establish an Organizational Structure that prioritizes efforts, based on data, that defines the goods and services most needed by participants, coupled with opportunities for savings • Since a cooperative, effectively and efficiently utilizes the expertise of participating members, as they share in the duties of the effort • Facilitate vendor selection decisions based on best value, including quality, location, service, and price, and, whenever possible, focus on those vendors known for their highest integrity and support of our Catholic Identity • Establish and continuously improve upon procedures and utilizes tools that enables participants to efficiently and effectively utilize the results of the program • Establish effective sources / methods to fund the program

4. Pre-Project Start-Up • COPE Steering Committee: • Select Product/Service • Select Vendor Selection Members, including Roles • Administrative Team Provides Training

5. Project Preparation • Meet to Formalize and Finalize Project Plan, including What, How, Who, When etc.: • Agree Upon Roles of Members - Leader, Analyzer, Negotiator, Clerical, Communications • Data Needs from Whom • Member Data Acquisition Plan – To Define Needs vs Wants • Other Data Acquisition Plan • Potential Vendor Search • Decide Potential Vendor Submission Method (Proposal, Quote etc) and Form (Letter or Long Form Request for Proposal) • Execute Plan • Collect Data • Finalize Potential Vendor Search, Check BBB Info, Contact Vendor to Gauge Interest • Develop RFP, RFQ

6. Potential Vendor Submissions & Analyze Findings • Receive RFP / RFQ from Potential Vendors by SPOC • Ensure all requested information is completed by vendor • Begin Summarization by SPOC & Analyst • Capture essence of each to our Mission, Quality, Service & Price • Make sure all data formatted alike for efficient & effective analysis • Follow-up Questions Developed and Directed to Potential Vendors • Determine additional data needs from each potential vendor • Gather additional information – if necessary • Include Negotiation for better Terms & Conditions, including Price and Service (Get in Writing) • Update Summary(s) • Check References • BBB & Purchasers • Update Summary(s) • Final Analysis & Review Gathered Information to Identify Recommended Selected Vendor(s) • Define Rationale for Choice

7. Develop Recommendations • Finalize Recommendation for Steering Committee • Develop: • One Page Recommendation Summary: Process Used & Rationale for Choice; Advantages & Disadvantages vs Others • Proposed Letter Agreement • Proposed Vendor / Member Agreement • Schedule Meeting with and Present Recommended Vendor(s) to Steering Committee • Identify Recommended Renewal/Review Period Project Start Date

8. Vendor Selection • Steering Committee Approves/ Disapproves/ Holds for more Information Recommended Vendor(s) • Not Approved or Hold for More Information • Collect additional data requested for Steering Committee • Arrange meeting with Vendor and Steering Committee, if necessary • Vendor(s) Approved by Steering Committee • Info Agreed Upon: • Letter Agreement • Vendor / Member Agreement • Selected Vendor(s) Agreement Summary Developed • Terms & Conditions • Vendor Contact Info • Other as deemed pertinent • Non-Selected Vendor(s) Communicated To by Letter

9. Selection Communications • Communicate Selected Vendor to All COPE Members • Chosen Vendor(s), with Vendor Resource Template: • COPE / Vendor Letter Agreement • Vendor / Member Agreement • Vendor Info Summary • Provides Members with Vendor Selection Team Contact information for feedback • Archive All Project Information for Future Vendor Selection Projects

10. Implementation • Assist COPE Members in ensuring chosen Vendor is fulfilling all obligations to each entity • COPE Member list given to Vendor • Normal Order to Payment Process followed • COPE Members submit testimonials, improvement ideas, concerns, complaints to VST contact • Follow through with Vendor & Steering Committee • Arrange meeting with Vendor, Member(s)and, if necessary, Steering Committee

11. Ongoing Project Maintenance • COPE Members feedback to Vendor Selection Team Leader • Periodically Review Feedback to Confirm Vendor Performance • Report Significant Findings to VST and Steering Committee Chair • Team Members continuously keeps an eye on P/S industry developments • Identify industry aspects that needs to be a part of VST knowledge Base • Leader assigns specific aspects to VST Members • Report Significant Findings to VST Leader & Steering Committee Chair • Arrange Meeting with Vendor, VST and Steering Committee to review feedback, if necessary

12. Repeat Vendor Selection • Initiate Vendor Selection Process at Specified Renewal Timeframe • Repeat Process from Step 1

13. Repeat Vendor Selection • Questions &, HOPEFULLY, Answers • Your Conclusions