Page 21 - The Edge2023 - Spring

What Vendors Need to Know About Working with Cooperatives
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The state procurement code includes advertisement
and posting requirements. “The solicitation may be
posted nationally, not just in Arizona,” Calles said.
“I get calls from the East Coast about proposals.
As a vendor, you have to register with some of
these third party websites so you can be notified.
We use a lot of online sites. Per the Procurement
Code, school districts have to post in the official
newspaper of their county.”
But Calles explained that districts only have to
post it if they have fewer than five vendors on their
list or if it involves a service. “A lot of districts
advertise every time using multiple outlets,” she
said. “It’s a highly competitive process. The more
we open it up, the better responses we get.”
Calles’ advice to vendors: “Read all documents.
Understand them. Attend the pre-bid/pre-proposal
conference, if one is held. That’s the vendors’
opportunity to ask questions, especially if it’s a
construction-related job. We will help clarify
things. A normal solicitation takes about two
months.”
“Nothing is official until it’s official.”
– Eva Calles
What’s more, vendors should respond to a
solicitation in the proper format. “We’re moving
to online formats, which means you no longer have
to rush to the district with your bid,” Calles said.
“That should make it easier. I can’t imagine not
using the technology we have available. Start your
submission early. All solicitations are different, so
don’t use the same template.”
Then there’s the waiting period. Vendors wonder
why no one is calling them to provide an update.
As far as vendors are concerned, procurement has
shut down as the district moves into the evaluation
phase.
“Cooperative purchasing occurs
when two or more public procurement
entities combine requirements to
leverage all sorts of benefits…”
– Claudia Leon
“There are many responses to review, to dissect,”
Leon said. “There may be a committee involved,
including someone from an outside organization
or a neighboring district. There could be multiple
schedules and availability conflicts.”
After some back and forth, ultimately it must be
approved by the Governing Board or a council.
That process can take two to six weeks, Calles
said, noting that most boards meet monthly.
“Vendors, remember that your bid has to be valid
for that period of 60 days or 90 days,” Calles said.
“I have seen 180 days if it’s very complex. Once
you submit, you agree to that acceptance period.
You can’t change your offer because your cost
went up.”
Calles emphasized: “Nothing is official until it’s
official.”
When the contract is accepted, the cooperative
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