Educational Procurement Journal - Summer 2018 - 11

service had already been defined and
approved by the entity that awarded
the study. Scientific studies must be
replicated exactly, and any deviation to
the original study could cause alternate
results. Therefore, in order to replicate
for strict continuity of research, the
client viewed the purchase as a
sole source from the start. PSDS
professionals spent time assisting
clients with developing justifications,
performing market surveys, determining
price reasonableness, and completing
other additional paperwork. This was
a time-consuming process that often
caused stress between the client and
PSDS. Rather than spend valuable
time performing research, clients were
completing forms that did not
add value.
After much collaboration with the
research community, it became clear
to me that this difference in expectation
was not benefiting either group. PSDS
agreed to build a program to suit our
clients' needs. This program would
have to accommodate a diverse
array of research areas, reduce
administrative oversight, and empower
clients to timely complete their
studies. PSDS ultimately envisioned
an advantageous scenario such that
the administrative burden could be
lessened and innovation could once
again be the guiding objective.

Design:
Understanding Scope
Typically, an RFP seeks to award
to only one or two vendors. One of
the goals of the above-referenced
program was to negotiate and award
contract status to as many R&D
vendors as possible. This would be
necessary in order to accommodate
most of the research activities at the
university. Initial reporting suggested
that close to 300 vendors could
meet the requirements for contract
status. The goals were to automate
these purchases using the current
e-commerce marketplace and
successfully negotiate beneficial
terms and conditions to govern
the relationship. At first, it seemed
like an impossible task for just one
department. With this massive

increase in projected awards, PSDS
had to redesign many variables of the
standard RFP process.

RFP Document
Taking the commodity into
consideration, we saw that the industry
was always changing and innovating,
and there would be no way we could
keep up without doing the same. We
began to break down the variables
regarding the sole source transactions
to ensure that the RFP captured those
and satisfied our purpose.
We started with the RFP design.
The goods and services section was
intentionally written to accommodate
a range of potential vendors. One
of the most common reasons for
a sole source justification was that
the provider was the manufacturer
or authorized distributor and,
therefore, the only source. So
we limited proposals to include
only manufacturers or authorized
distributors. This accommodated the
majority of the previously identified sole
source scenarios.
Language from this section included:
This R&D Request for Proposal
will include: a broad spectrum of
goods and services that are procured
to increase scientific knowledge,
apply increased scientific knowledge,
or explore the potential of scientific
discoveries and improvements in
technology to advance scientific
knowledge.
In order to achieve this goal the
Selected Firm(s) may be requested
to provide those goods and services
that will be included in one or more
categories of supplies as outlined in
this section. Firms are encouraged to
identify a niche or specialty category
that is associated with the strengths of
their business model.
The RFP was structured to include
various categories for R&D goods
and services; initially we were able
to identify seven. We included a final
category as a safety net of sorts that
could potentially accommodate multiple
vendors who were not otherwise
addressed. The commodity
categories included:
Laboratory Equipment

Microscope Equipment
and Services
Laboratory Animals
Laboratory Chemicals
Equipment Maintenance
and Testing Services
Life Science Materials
and Testing
Medical, Dental and
Orthopedic Supplies
R&D Goods and Services
Specialty Goods and Services
Vendors had the option to apply for
one or more categories. PSDS retained
the final approval.

Pre-Qualification Criteria
In order to further streamline the
process, PSDS developed mandatory
pre-qualification criteria to ensure that
specific university needs were met.
These criteria also set a baseline for
determining those vendors that would
be eligible for award, and they greatly
facilitated the selection committee's
approvals. The criteria included:
* Selected Firm(s) must provide
Representative(s) to be available
either on site or remotely.
* Selected Firm(s) must provide a
discount on goods and/or services.
* Selected Firm(s) will offer electronic
commerce capabilities. Specifically,
either electronic invoicing, electronic
ecommerce catalog, or both.
* Selected Firm(s) will provide warranty
or guarantee on goods and/
or services.
The pre-qualification criteria
were essential during the proposal
acceptance process because they
guided the determining of minimum
vendor capabilities and they initiated
a dialog of the expectations for
doing business with the university.
Enablement of electronic commerce
capabilities for some of the vendors
meant reduced administrative effort,
cost savings, and easier placement
of orders by the client. An added
benefit was that PSDS resolved
many of the issues that vendors had
previously encountered in navigating
the university's procurement
processes. Some of these issues
included incorrect invoice submittals,
old contact information, and

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Table of Contents for the Digital Edition of Educational Procurement Journal - Summer 2018

Professional Development Notes
NAEP President Nichol Luoma
Research and Development RFP: Procurement Assists with Innovation
Training, Testing, and Incentives
Annual Meeting Wrap-Up
Certification: Which One Are You?
Evolution or Revolution? Campus Cards: Time for a New Business Model
Book Review: Building a Fund of Sustainability Knowledge, One Book at a Time—Part Nine
Best and Final: Procurement: How the Torch Gets Passed
Index to Advertisers
Educational Procurement Journal - Summer 2018 - intro
Educational Procurement Journal - Summer 2018 - cover1
Educational Procurement Journal - Summer 2018 - cover2
Educational Procurement Journal - Summer 2018 - 3
Educational Procurement Journal - Summer 2018 - 4
Educational Procurement Journal - Summer 2018 - 5
Educational Procurement Journal - Summer 2018 - Professional Development Notes
Educational Procurement Journal - Summer 2018 - 7
Educational Procurement Journal - Summer 2018 - NAEP President Nichol Luoma
Educational Procurement Journal - Summer 2018 - 9
Educational Procurement Journal - Summer 2018 - Research and Development RFP: Procurement Assists with Innovation
Educational Procurement Journal - Summer 2018 - 11
Educational Procurement Journal - Summer 2018 - 12
Educational Procurement Journal - Summer 2018 - 13
Educational Procurement Journal - Summer 2018 - 14
Educational Procurement Journal - Summer 2018 - 15
Educational Procurement Journal - Summer 2018 - Training, Testing, and Incentives
Educational Procurement Journal - Summer 2018 - 17
Educational Procurement Journal - Summer 2018 - Annual Meeting Wrap-Up
Educational Procurement Journal - Summer 2018 - 19
Educational Procurement Journal - Summer 2018 - Certification: Which One Are You?
Educational Procurement Journal - Summer 2018 - 21
Educational Procurement Journal - Summer 2018 - Evolution or Revolution? Campus Cards: Time for a New Business Model
Educational Procurement Journal - Summer 2018 - 23
Educational Procurement Journal - Summer 2018 - 24
Educational Procurement Journal - Summer 2018 - Book Review: Building a Fund of Sustainability Knowledge, One Book at a Time—Part Nine
Educational Procurement Journal - Summer 2018 - 26
Educational Procurement Journal - Summer 2018 - 27
Educational Procurement Journal - Summer 2018 - Best and Final: Procurement: How the Torch Gets Passed
Educational Procurement Journal - Summer 2018 - 29
Educational Procurement Journal - Summer 2018 - Index to Advertisers
Educational Procurement Journal - Summer 2018 - cover3
Educational Procurement Journal - Summer 2018 - cover4
Educational Procurement Journal - Summer 2018 - outsert1
Educational Procurement Journal - Summer 2018 - outsert2
Educational Procurement Journal - Summer 2018 - outsert3
Educational Procurement Journal - Summer 2018 - outsert4
http://www.nxtbook.com/naylor/NEPQ/NEPQ0318
http://www.nxtbook.com/naylor/NEPQ/NEPQ0218
http://www.nxtbook.com/naylor/NEPQ/NEPQ0118
http://www.nxtbook.com/naylor/NEPQ/NEPQ0417
http://www.nxtbook.com/naylor/NEPQ/NEPQ0317
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