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 https://www.yutube.cm/watch?v=cbn1naq7yqi
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
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
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
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
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
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
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
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?
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?
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
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
Remember, because we care