Public Sector Supply Management

Sourcing for the Public Sector Purchaser

1. Introduction
   1. Understanding the Value of Sourcing
   2. Unique Aspects of Public Sourcing


2. Foundations of Vendor/Supplier Sourcing
   1. Establishing the Goals of Sourcing
   2. Models of Public Acquisitions
   3. Phases in the Acquisition Process
   4. Methods of Solicitation
      1. Small Dollar Purchases
      2. Request for Interest (RFI-1)
      3. Request for Information (RFI-2)
      4. Request for Quotation (RFQ)
      5. Invitation for Bid (IFB)
      6. Request for Proposal (RFP)
      7. Invitation to Negotiate (ITN)
      8. Emergency Purchases
      9. Proprietary Purchases
      10. Sole Source Purchases


3. Gathering Information
   1. Data Gathering and Needs Assessments
   2. Acquisition Life-Cycle
      1. Needs Definition
      2. Sourcing Requirements
      3. Market Assessment
      4. Cost Analysis
      5. Make versus Buy
      6. Method of Solicitation
      7. Evaluation of the Proposals
      8. Award the Contract
      9. Receive the Goods/Services
      10. Contract Administration
      11. Payment of the Bills
      12. Employment of the Goods
      13. Disposition of Old Materials
      14. Vendor Evaluation


4. Establishing Your Vendor Base Pyramid
   1. Supply Base Rationalization
   2. Methods to Enhance Your Supply Stratification
      1. Chain Saw
      2. Triage
      3. Competency Staircase
      4. Performance Metrics


5. Specifications and Need Identification
   1. Purpose of a Specification/Standard
   2. Types of Specifications
      1. Brand
      2. Design
      3. Performance
      4. Qualified Products List
      5. Market Grade
      6. Proprietary Products
      7. Industry Standards
      8. Method and Mode of Manufacture
      9. Generics
      10. Combination
   3. Statements of Work
      1. Functional
      2. Performance
      3. Design
      4. Level of Effort
   4. Statement of Objectives


6. Purchase Authorizations
   1. Departmental Authority
      1. Delegated Authority
      2. Determining Approval Levels
   2. Legislative Approvals
   3. Policy and Procedures


7. Documents for Acquisition
   1. Requisition
   2. Bid Selection
   3. Purchase Order
   4. Evaluation
   5. Terms and Conditions


8. Terms and Conditions
   1. Contract Types
   2. Pricing Issues
   3. Cost Reimbursements
   4. Risk Models
   5. Damages
   6. Holdbacks
   7. FOB
   8. Incoterms
   9. Delivery
   10. Installation
   11. Recycling
   12. Packaging
   13. Blanket Order
   14. Systems Contracts
   15. Quality Assurance Plan
   16. Reporting Cycles


9. The Bid Package
   1. Documentation Packages
      Bid Proposal Format
      1. Vendor Instruction
      2. Bid Letter
      3. Proposed Pricing
      4. Exceptions
      5. Required Attachments
      6. HUB Plan
      7. Subcontracting Plan
      8. Financial Guarantees
      9. Required Documents
      10. Proposer's Checklist
      
      Receiving Opening and Evaluations
      
      1. Closing Dates
      2. Acknowledgements of Receipts
      3. Rejection of Late Bids
      4. Bid Opening Processes
      5. Discovery of Errors
      6. Bid Protests
      7. Responding to Protest
      8. Evaluation Plan and Team
      9. Evaluation Criteria
      10. Leveling the Field
      11. Site Visits
      
      Contract Award
      
      1. Award Recommendation
      2. Team Approval
      3. Finance Approval
      4. Governing Administrative Approval
      5. Award Notification


10. Summary
    1. Value to the Agency
    2. Why this Process if So Important
    3. Future of Sourcing in Public Acquisitions