DRE A M IT , FIND IT , LOVE IT ! How to Make Co - ops Work for You JAIME KRAJEWSKI ANDREW DYJAK , MPA ANTHONY CALABRESE , MS , CPRP FACILITY MANAGER REGIONAL VICE PRESIDENT - NEW ENGLAND DIRECTOR OF PARKS & RECREATION TOWN OF WEST HARTFORD FIELDTURF TOWN OF FAIRFIELD
DISCUSSION OUTLINE Brief Introduction Importance of the procurement function Common pitfalls of bidding Improvement strategies TODAY ' S Cooperative purchasing HIGHLIGHTS How to choose a cooperative purchasing group
OVERALLS AND LOOKS LIKE WORK .” PEOPLE BECAUSE IT IS DRESSED IN “ OPPORTUNITY IS MISSED BY MOST PUBLIC PROCUREMENT GO A L Compliance - THOMAS EDISON Ensure public funds are spent properly Allow fair and open competition Transparency Good value
“An investment in knowledge pays the best interest.” Lack of skilled purchasing staff Lack of solid procedures – Benjamin Franklin COMMON Poorly defined responsibilities Poorly written specifications BIDDING Poor communication Procurement process Requirements PITF A LLS Roles of team members
REQUEST FOR PROPOS A L INVIT A TION TO BID ( RFP ) ( ITB ) SPECIFICATIONS LESS PRECISE , SOLUTION - BASED DETAILED SPECIFICATIONS PROPOSALS / PRICING NOT PUBLICLY READ ALOUD PRICING READ ALOUD AT PUBLIC BID OPENING REVIEWED BY EVALUATION TEAM WITH SME ' S AND OFTEN REVIEW IS BASED ON WHETHER BID COMPLIES WITH REQUIREMENTS INCLUDES DEMOS OR INTERVIEWS AND SPECIFICATIONS AWARD BASED ON BEST VALUE , " PRICE AND OTHER AWARD TO LOWEST RESPONSIVE AND RESPONSIBLE BIDDER FACTORS " SUPPLIES , MATERIALS , EQUIPMENT , CONSTRUCTION RELATED SOFTWARE , TECHNICAL SOLUTIONS , SERVICES RIGID FLEXIBLE VS REQUEST FOR QU A LIFIC A TIONS COOPER A TIVE PURCH A SING ( RFQ ) ( CO - OP ) USED TO SOLICIT VENDOR AND CONTRACTOR QUALIFICATIONS PRE - NEGOTIATED CONTRACTS TYPICALLY USED AS A SCREENING STEP TO ESTABLISH A POOL OF USES BUYING POWER OF NUMEROUS MUNICIPALITES TO OFFER VENDORS SAVINGS ON PRODUCTS AND SERVICES THIS IS A TWO - STEP PROCESS , THE RFQ WILL DESCRIBE THE PROVIDE COST EFFECTIVE SOLUTIONS TO MUNICIPALITIES COMPANY OR VENDOR ' S GENERAL QUALIFICATIONS . ALL BIDS MUST BE PUBLICIZED SO THAT ALL VENDORS HAVE AN WILL NOT INCLUDE SPECIFIC DETAILS OR PRICE PROPOSALS OPPORTUNITY TO RESPOND ALL BIDS ARE EVALUATED AND AWARDED BASED UPON THE TOTAL OFFER “Don’t tell me where your priorities are. Show me where you spend your money and I’ll tell you what they are.” – James W. Frick
Solicitation Process Critical Components of Process Through Traditional Bidding Clearly written and Communication Share same Include Subject non - restrictive ONLY through information with ALL Matter Experts ( SME ) specifications contracting officer bidders in process ( writing of specifications & review
EMPLOY SKILLED PROCUREMENT STAFF HAVE CLEARLY DEFINED PROCESS Bidding SELECT PROPER Improvement SOLICITATION TYPE Strategies WHAT CAN INVOLVE RIGHT MUNICIPALITIES STAFF ( SUBJECT DO ? MATTER EXPERTS )
BENEFITS OF COOPERATIVE PURCHASING Save time Save MONEY ( bid process & price savings ) Don ' t have to manage overall contract Turnkey Proposal Can ' t separate out services from projects “ Too many people spend money they earned … to buy things they don ’ t want … to impress people that they don ’ t like .” – Will Rogers
SEVER A L TYPES OF CO - OPS THIRD PARTY TRUE CO - OPS PIGGYBACKING AGGREGATORS Two or more One or more An organization brings organizations combine organizations represent together multiple their requirements and their requirements and organizations to solicit bids or offers for include an option for represent their goods or services . other organizations to requirements and " ride " or " bridge " the manage the resulting contract as awarded . contract or contractor .
“ MONEY IS ONLY A TOOL . IT WILL TAKE YOU WHEREVER YOU WISH , BUT IT WILL NOT REPLACE YOU AS THE DRIVER .” – AYN RAND Identify available contracts Due diligence Meet state statutes ? SELECT THE RIGHT Save money CO - OP GROUP
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