Page 46 - The EDGE Spring 2022

It’s Easy and Beneficial to Use E-Procurement

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committee, each would need to have copies. Vendors Advantages include making multiple agency solicitations
save the cost of printing, binders and mailing. Previously, at the same time, plus the ease of managing commodity
maybe they weren’t sure the mail got there on time.” codes. Electronic communications makes it easier
because you can route questions to the experts, plus a
Benefits for schools include the ease of issuing a timeline for questions and answers and a calendar of
solicitation, Hamilton said. “I can build it and write it events. Email notifications go out electronically. Maybe
and it can all be done in the program,” she said. “A real best of all – less worry.
benefit is time management. It helps with evaluating.
It highlights the low vendor, the second low vendor, Where can vendors go for assistance? The presenters
minority-owned businesses, how many vendors it went suggested AZPurchasing.org – for frequently asked
to, how many downloaded it and how many responded. questions contact webmaster. Also, Bonfire for a live
It’s all done automatically. A lot of tasks are done chat or tutorials, and Opengov – it’s considered the “Blue
automatically, tasks that we used to do by hand.” Button” for instant help with frequently asked questions.

In addition, you don’t need separate meetings. Hamilton School districts should consider whether they are going
explained: “We can talk in real time. Vendors can ask to receive bids electronically, physically or by a hybrid
questions and get answers in real time, rather than method. Other things to consider: how do you intend to
questioning something in an email. They can get answers evaluate the bids, do you want to include the contract
sent right back.” management portion, what about your budget, and do
you need buy-in from staff and district officials?.

The presenters closed with a series of tips for successful
CLEAN,
SAFE, AND implementation of utilizing technology in procurement.
MAKING THE DISTRACTION
CAFETERIA THE FREE
HAPPIEST PLACE ENVIRONMENTS • Review your boilerplate and make any changes in
IN SCHOOL TO ENHANCE reference to how bids are received.
STUDENT
LEARNING • Determine the platform for holding pre-bids and
bid openings.
• Have instructions on your website.
• Notify vendors on the system and instructions
how to register .
• Train vendors on the new platform and the
Your K12 dream team for dining expectations and differences in responding
services and facilities management electronically.
• Identify user roles and train appropriately.

Diana Kerfoot can be reached at: diana.kerfoot@tusd1.org
CUSTOMIZED Cindi Hostetler can be reached at: chostetler@tuhsd.k12.az.us
FUN AND FACILITY
INNOVATIVE PROGRAMS Michelle Hamilton can be reached at: mlhamilton@mpsaz.org
PROGRAMS BASED ON
CLIENT NEEDS

Cherryl Paul Nikki Crider
For more
information Chartwells Regional Sales Director SSC Regional Sales Director
please e. Cherryl.Paul@compass-usa.com e. Nikki.Crider@sscserv.com
contact: c. 623.293.0671 c. 480.861.6109

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46 THE EDGE SPRING 2022