Educational Procurement Journal - September 2007 - (Page 9) Vendors on the Right Path by Charlene Lydick, C.P.M. University of Colorado, and Sandy Hicks, CPPB University of Colorado “ W here am I supposed to be? Why is it so hard to find my way around campus? I hope these forms are filled out correctly. Why do they make it so complicated? I wish there was someone who could help me.” While these questions and comments could be the musings of a new student coming to campus, they are not. They are the frustrated thoughts of vendors new to the world of higher-ed purchasing. For vendors unfamiliar with your campus, just finding the right door to knock on or the correct phone number to call can be a Herculean task. Most Purchasing offices are usually located in an out-of-the-way location. There are no brightly lit signs or blinking arrows pointing the way. Sometimes, the Purchasing office may be located off campus. Even the Internet – that source of endless information intended to make life easier – can be a time-consuming hurdle. Does one search under “Purchasing” or “Procurement” or “Buying and Contracting” or “Finance” or “Business Operations”? Whether large or small, public or private, institutions of higher education can be daunting places for businesses, especially small businesses that may not have a dedicated sales force. It would seem imperative to assist these vendors by reaching out. The question is how? At the University of Colorado, the answer is Vendor Orientation. We have found our Vendor Orientation program to be very effective. Though not mandatory for new vendors, the feedback we’ve received is positive. There are benefits to the Purchasing staff too. Having vendors attend orientation can save staff time by not having to schedule individual meetings. An educated supplier base is less likely to ask questions and need hand-holding. Vendors who understand your procedures are more likely to respond to solicitations and therefore increase competition. A well-planned Vendor Orientation program can be a winwin proposition. Purchasing newsletter (you do have one, don’t you?) and notify the local Small Business Administration office or Small/Minority Business Development Center. Keep the Length Reasonable. Most vendors, especially small businesses, can’t afford to spend a large block of time away from their business. One to two hours should provide ample time. Be Consistent. Have an agenda and talking points. Within reason, always cover the same topics. (See suggestions on what to discuss below.) Know Your Audience. You’ll likely have vendors with differing levels of knowledge and sophistication about the Purchasing process. Be ready to provide a deeper level of detail if needed. Be Prepared. Know your subject; have an outline but know it well enough to talk without constantly referring to your notes. Use PowerPoint as background, not as a crutch. Have one or two staff members who are responsible for the presentation. Have Handouts. You’ll be covering lots of material. Vendors will retain more if they don’t have to take copious notes. Put the handouts in a folder for ease of handling and filing. Provide a Giveaway. Give a pen or promotional item with your school logo and Purchasing department Web site. It’s a small token but one that vendors appreciate. Leave Time for Questions. You may think you’ve covered everything, but inevitably there will be something you’ve missed. Topics to Cover Overview of Your School. Include background information, which will help the vendors understand the culture of your institution. This could include when your institution was founded, number of students, if it includes research, whether it is a single or multiple campus and what significant events are coming up. Purchasing Department Organization. Be sure to provide Purchasing responsibilities, staff names, phone numbers and e-mail addresses. Procurement Rules. Is your school public or private? Is your school governed by your state’s rules or does it have its own? Are the rules available for public review? Purchasing Thresholds. Do you have a small-dollar threshold? At what dollar limit is a competitive solicitation required? Are different types of solicitations required at certain thresholds? Solicitation Definitions. Explain the differences between Quotes, Requests for Information (RFI), Requests for Proposals (RFP) and Invitations to Bid (ITB). Solicitation Process. Provide details, details, details: length of time each type of solicitation is published; what nonresponsive means; how to ask questions; importance of timeliness; and sealed versus informal. Tips to a Successful Vendor Orientation Publish a schedule and stick to it. Depending on the size of your institution, community need and staff, you can conduct an orientation session every month, every other month or twice a year. Whatever you decide, plan well in advance and don’t cancel. Be consistent. Promote the Session. If vendors don’t know about orientation, they can’t come. Get the word out through your local Chamber of Commerce, attend trade fairs, advertise on your Web site, send out news releases, publicize in your www.naepnet.org EDUCATIONAL PROCUREMENT JOURNAL 9 http://www.naepnet.org
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