Procurement: We are not Vogons

Transcription

1 Prcurement: We are nt Vgns It is a very sbering feeling t be up in space and realize that ne's safety factr was determined by the lwest bidder n a gvernment cntract. Alan Shepherd, U.S. Astrnaut

2 Vgns are ne f the mst unpleasant races in the galaxy. Nt evil, but bad-tempered, bureaucratic, fficius, and callus. They can t think, they can t imagine, mst f them can t even spell. They just run things. Hitchhiker s Guide t the Galaxy

3 What we are Cncerned abut getting yu what yu need (Nte: nt necessarily the same as what yu want) Cncerned abut the best interest f the University Cncerned abut best prduct/service at the best price (best value) Cncerned abut cmpetitin it des amazing things fr prducing lwer prices, better quality Interested in slutins KK

4 What we are nt Vgns!! (fficius, callus, etc.) Lking fr mre wrk than is necessary Interested in cmplicating matters Peple wh like t say N Peple wh want t cntrl the situatin KK

5 Basic Overview We directly handle purchases ver $25,000 Are yu seeking infrmatin? Request fr Infrmatin (RFI) Is price yur nly cncern? Request fr Qutes ($25k-$150k) Invitatin t Bid ($150k+) D yu have ther factrs t cnsider? infrmal Request fr Prpsals ($25k-$150k) (frmal) Request fr Prpsals ($150k+) Pre-existing cntracts: OSU price agreements, State f Oregn cntracts, cperative agency cntacts Other circumstances (sle surce, exemptins, alternative prcurement methds) We usually default t ur wn cntracts, mre rm t negtiate after prcurement is cmpleted KK

6 Pencils We want t buy sme pencils Mechanical vs. nn-mechanical? Graphite vs. charcal r grease? If graphite, hw hard? What clr markings? What kind f casing: rund, hexagnal? What clr casing? Hw fine a pint? Eraser, yes r n? Any specific length? Anything yu DON T want? e.g. glf pencils

7 Value we (actually) add Unexpected value- yu might nt knw everything Clarity, anther set f eyes, cmmn-sense questins Prevent wrse-case scenaris Yu nt getting what yu need Limiting cmpetitin Yu having t spend mre than yu wanted t Vendr prtests that frce a restart f the whle prcess Cnflicts f interest Pr audit findings Having yur purchase featured in the news as a pr purchasing practice

8 Clarity Hiring a firm t prvide lab services Specify that the firm has t have x number f years f experience. What if the firm has junir scientists n staff- d yu want them ding the wrk? Ok, specify that nly persns with x number f years f experience at the firm can d the wrk. Hw d yu knw which persns at the firm will d the wrk t crrbrate their experience? Ok, specify that nly persns with x number f years f experience at the firm can d the wrk, and the respnses must cntain resumes

9 Scenaris I already knw the best cmpany/prduct ut there- why d I need yu? I already vetted everyne ut there n my wnwhy d I need yu? We did an RFQ fr equipment, gt the lwest price, but I nw realize that the sftware it cmes with is inferir t the ther respndents- can I award t smene else?

10 Scenaris Budget f $60k, lwest bidder is nly $40k- what can I spend the rest f my mney n nw? Can I get mre stuff? Cntract has expired but we really still need it- what can I d? I ve already spent $24,000 n a prject and nw I need t spend $5,000 mre, but that breaks the threshld- what d I d nw?

11 Ways t make it easier Invlve us EARLY Develp functinal reasns fr yur desires Be prepared t explain why until it hurts Understand yur preferences may nt be sufficient Think abut what is truly required Keep asking yurself: What d I need in rder t be cmpletely satisfied that the wrk will be dne? KK

12 Ways t make it harder Using previus knwledge I ve wrked with X cmpany in the past befre; I knw they re gd Cmmunicating with the respndents n yur wn Taking phne calls, answering questins, giving them a head s up Splitting wrk int phases n purpse Nt getting specific enugh with what yu need Using ne vendr s specs t build yur wn Has t be generalizable enugh t prmte cmpetitin Ding yur wn prcess befre cntacting us KK

13 Remember, because we care