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Success as a Vendor co-op. See if a list of members is available. These are the people
Continued from page 31 who can do business with you. Procurement process is over.”
If a contract has an escalation clause with a cap, for example,
of 4 percent, don’t ask for a 10 percent increase, Muñoz
But Muñoz cautioned: “Always wait for your purchase order! cautioned, unless you have something in writing explaining
The financial obligation for a school district to pay you is with why a supplier increased the cost.
that purchase order. Things can change after you get a contract It’s important for vendors to know their strengths – and
award.” weaknesses. Review contract evaluation documents, she
Don’t order products from a manufacturer as soon as said. Review contract award details. Know what makes you
you are awarded a contract or you could create an “after the best for this contract. Call for debriefing with the contract
fact” violation, she said. Repetitive after-the-fact purchase administrator.
orders can be detrimental for doing future business with the “All school districts are required to justify why they chose
district. a vendor,” Muñoz said. “Why did your firm stand out? If you
Muñoz mentioned a one-time purchase, which is a single- don’t know, ask!”
use contract. When the needs are fulfilled, the contract is over. An AASBO member in the audience from a small rural
A multi-term contract is continuous with annual renewals. school district said he wears many hats and doesn’t have time
Regarding multi-term contracts, Muñoz recommends to meet face-to-face with vendors. He prefers corresponding by
giving yourself a reminder three months before the year’s end, email, which works well for him and vendors.
especially if you can update your pricing. If you haven’t checked Some basics to remember: pricing should match the
on the manufacturer’s prices by the time you receive a renewal contract; all items should be covered under the contract; and
letter, that could cause delays. “It puts you in a bad position,” the contract number should be on all documents.
she said. “You don’t want to delay the renewal process.” Also, know whether your contract is restricted to fixed
When dealing with cooperative contracts, Muñoz said, pricing for the term of the contract or whether it allows for
make sure you know who they represent. “Obtain a list of their volume discounts. If you detect a mistake in a proposal, notify
members who you can reach out to,” she recommended. “Reach your contract administrator in writing immediately, Muñoz
out to contract administrators. Be aware of sign-ups for new said.
members. Let your clients know how easy it is to sign up with a
co-op. The last thing you want is for a school district to say they Jennifer Muñoz has held purchasing positions for public schools
can’t use that co-op. Using co-ops streamlines your process. Get in Gilbert, Kyrene, Higley and Somerton. She can be reached at:
school clients you want to do business with signed up with a Procurementconsultantsaz@gmail.com or (480) 600-4277.

32 THE EDGE | SPRING 2019