Educational Procurement Journal - Summer 2018 - 14

invoice submission, delivery location
definitions, and how to find information
for department contacts all needed to
be communicated. The university issued
a handbook to all awarded vendors to
outline these necessary procedures
and expectations, and to provide
information toward building successful
business relationships. PSDS, with
the assistance of the RFP selection
committee, established performance
criteria. This ultimately led to insight into
client expectations. PSDS also created
a set of standard reports based off the
criteria and a plan to institute key-vendor
business reviews each year. Vendors
must meet certain volume and activity
requirements to be eligible for
business reviews.

Marketing
PSDS found that the clients also did
not initially grasp the concept of a vendor
becoming a "contract vendor" and the
value this designation provided. The sole
source process had become the norm
and anything else was an exception.
Communicating the value of the RFP
to clients became an initiative that
required marketing assistance across the
University. PSDS used multiple marketing
methods. One unique method was the
PSDS's partnering with the university's
Sustainability group to promote the
new contracts that could be related to
the group's Green Labs initiative. Word
spread quickly about the resulting
efficiencies. Clients began contacting
me directly to request PSDS to solicit
additional proposals. By 2018, the
program had awarded contracts to more
than 100 vendors.

Benefits:
Cooperative
From inception, this RFP concept
contemplated including research vendors
on behalf of all Virginia Public Higher
Education institutions. The contracts
include language that allows other
Colleges and Universities to access the
agreements and discount structures.
UVA, serving as the lead agency,
worked closely with VHEPC to meet the
cooperative criteria. VHEPC played a
critical role in all stages of this RFP, to

14

include data aggregation and analysis,
negotiations, and post-award contract
advertisement to the twelve member
Universities. The benefit is that vendors
enjoy increased volume while Virginia's
Colleges and Universities gain access
to best-in-class pricing.

Sole Source Reduction
and Automation
Purchase orders issued to the
research vendors do not now require
sole source justification; competitive
requirements are satisfied with the
RFP award. Clients are able to issue a
purchase order direct to the vendor in
the ecommerce marketplace, without
routing through PSDS for approvals.
In 2017, the University issued about
16,000 POs to the vendors in the
program. Client usage of the current
ecommerce system has assisted
in facilitating business with these
vendors. Vendors with ecommerce
catalog capability have been able to
take advantage of this functionality in
the UVA marketplace, enhancing and
further automating the experience.
The University plans to add 30 new
marketplace catalogs as an initial result
of this RFP.

Unanticipated Benefits
* When the manufacturer does not
offer the best price:
Within the first month of making
awards, PSDS received a requisition
for a large piece of equipment from a
specific manufacturer as a sole source
justification. PSDS determined that
one of the newly awarded authorized
distributors from the RFP could also
provide this specific item. PSDS was
able to negotiate with the awarded
vender a price lower than that offered
by the manufacturer. The client saved
money, the new vendor received its
first PO from the University, and PSDS
processed the requisition as a contract
rather than through the sole
source maze.
* When faculty can anticipate costs of
lab startups:
Departments have taken advantage
of the program by contacting PSDS
when they have new faculty arriving and
need assistance with quoting startup

EDUCATIONAL PROCUREMENT JOURNAL | SUMMER 2018

packages. This supports departments
by providing detailed insights into
budgeting, and it allows PSDS to
engage contact regularly to promote the
program's benefits.

Conclusion
This RFP has created an increase in
value for PSDS relative to the research
community. Clients are beginning to
notice the decreased need for sole
source justifications and are asking
questions about how to set up more
vendors. The added incentives of
favorable contract terms and initial
discounts facilitate efficiencies in the
clients' purchasing decisions. Terms like
free shipping, warranty information, and
insurance requirements are all benefits
of doing business with a contract vendor,
and clients now go to these vendors first.
Clients are beginning to anticipate large
purchases and are now communicating
these plans with PSDS. They are also
leveraging the relationships between the
manufacturer and distributor to negotiate
better deals.
The R&D RFP program has improved
PSDS's ability to be proactive. Rather
than making a client justify a purchase,
PSDS can now provide the client the
tools it needs. This methodology enables
the larger university vision of good
stewardship of university resources. It
also helps PSDS serve a much more
productive role in supporting
innovative research.
If you believe these cooperative
contracts may benefit your program, feel
free to explore the following link,
http://www.procurement.virginia.edu/
pagecontracts.

Kristin Floyd, MBA, is a Senior Buyer
with Procurement and Supplier
Diversity Services at the University
of Virginia (UVa). She worked for a
pharmaceutical manufacturing firm
prior to coming to UVa in 2012 and
has a total of 10 years of experience
in the procurement profession. She
holds a B.S. in Communications from
Old Dominion University and an MBA
from Liberty University.
Email: kaf4b@virginia.edu.


http://www.procurement.virginia.edu/

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
http://www.nxtbookMEDIA.com