Contracting Process

Colorado League of Charter Schools
Group Purchasing Contracting Process

1. Lead Generation
   1. Leads for potential group purchasing contracts will come from a variety of sources including the membership, suppliers, and League staff. Members will be given a variety of avenues to suggest contract categories or specific supplier contacts including the Group Purchasing Advisory Committee (GPAC), the League website, and direct contact with League staff.
   2. The League will conduct market research on member interest, savings opportunity, and supplier interest to determine feasibility of each suggested contract category.
   3. The League will consider individual custom contracts or group buy opportunities to serve the needs of single members or smaller membership sub-groups as needed.
2. Strategic Sourcing
   1. Once we have made the decision to pursue a new contract, the League will conduct market research to define the product or service specifications that the membership desires. The League will use member surveys, GPAC input, and industry benchmarks to complete this task.
   2. The League will use various methods to identify and source potential suppliers that can provide the proper product/service specifications. These methods will include; identifying existing marketplace providers, the use of internet research tools, industry associations, and member suggestions.
3. Bid Solicitation/ Due Diligence
   1. The League will determine the bid solicitation method on a case-by case basis. Suppliers will enter into a competitive bidding process in any instance where more than one supplier can provide a proposal that meets the desired product/service specifications. A formal RFP process will be used when necessary and feasible.
   2. In order to be considered in the award process, each supplier must meet certain minimum criteria that will be identified though the strategic sourcing/due diligence process. For example, if an exclusive contract is to be available to the entire League membership, the awarded supplier would have to be able to deliver to and service every member in the state.
4. Contract Negotiation
   1. Prospective suppliers must meet the standard terms and conditions of the League's group purchasing contract and any other minimum criteria established during the strategic sourcing phase.
5. Contract Award
   1. The contract award will be based on a number of different selection criteria including: member/GPAC input, pricing, service, quality, reputation, value-added services, contract terms and conditions, etc. The League will evaluate all prospective supplier proposals based on total cost and overall benefit to the membership, not just line item pricing. Selection criteria will be clear to all participating suppliers at the time of bid/proposal solicitation.
6. Contract Implementation, Maintenance, and Compliance
   1. After the award, the League will work closely with the awarded supplier(s) to develop a plan to maximize contract participation and visibility.