Purchasing 101

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Attendees will learn about the different elements that make up a professional procurement program and will gain exposure to the various procurement processes they will need to know.  Areas to be covered include using and completing procurement documents such as purchase requisitions and purchase orders, sending out competitive quotes, bids and RFP’s as well as drafting contracts. Also included will be developing vendor data bases and document workflow. Attendees will learn best practices and how to avoid pitfalls when doing formal procurements and contracts.

For Existing Procurement Officers:

  • Review what other offices are doing that you might adopt for your own program.
  • Got an upcoming problem procurement? This is an opportunity to get new ideas.  
  • Enhance your procurement skills by going back to the basics to improve your skill sets.

For New Procurement Officers:

  • Learn the basics from a veteran procurement officer.
  • Avoid delays and problems caused by inexperience.
  • Review real world procurements from requisition to contract.
  • View sample documents and what terms to include.
  • Get a head start on drafting RFP’s and Contracts.
  • Learn about working with a vendor data base.

Avoid Pitfalls in Procurement.

Setting up a procurement policy and workflow.

Including Internal Controls in your Procurement Procedures.

Drafting Procurement Documents and Contracts.

How to Increase Competition.

How to Avoid Protests.

  1. Introduction
  2. Definitions 00:01:53
  3. Definitions (Cont’d) 00:06:36
  4. State Purchasing Requirement Thresholds 00:15:44
  5. Procurement Legal Considerations 00:17:59
  6. Procurement Manual 00:24:07
  7. Procurement Workflow 00:27:17
  8. Dollar Limits 00:29:09
  9. Starting a Procurement 00:32:10
  10. Purchase Requisition Sample 00:37:03
  11. Purchase Order Sample 00:41:33
  12. Request for Quotation Sample 00:47:34
  13. Formal Bids 00:48:49
  14. Request for Proposal - Best Value 00:51:44
  15. Drafting an RFP 00:52:04
  16. Drafting an RFP (Cont’d) 00:54:14
  17. Mandatory Requirements 00:55:41
  18. Mandatories Continued 00:56:07
  19. Mandatories Continued - Checklist Sample 00:57:27
  20. Mandatories Continued- Vendor of Choice 00:59:17
  21. Mandatories Continued - Laptop 01:00:34
  22. Drafting RFPs (Cont’d) - Scored Criteria - Objective Questions 01:01:25
  23. Drafting RFPs (Cont’d) - Sample Evaluation and Award Criteria Scored Criteria 01:03:39
  24. Drafting RFPs (Cont’d) - Proposal’s 01:04:59
  25. Drafting RFPs (Cont’d) - Vendor Profile 01:05:58
  26. Drafting RFPs (Cont’d) - Scored Criteria - Sample Matrix 01:06:39
  27. Drafting RFPs (Cont’d) - Scored Criteria - Sample Matrix 01:07:59
  28. Drafting RFPs (Cont’d) - Scored Criteria - References 01:09:40
  29. Drafting RFPs (Cont’d) - Scored Criteria -Z-Score 01:10:12
  30. Drafting RFPs (Cont’d) - Vendor Submittals 01:10:26
  31. Drafting RFPs (Cont’d) - Sample From Scoring Matrix 01:10:42
  32. Drafting RFPs (Cont’d) - Sample From Scoring Questionnaire 01:11:23
  33. Drafting RFPs (Cont’d) - Weighted Criteria 01:11:53
  34. Drafting RFPs (Cont’d) - Method of Award 01:12:56
  35. Drafting RFPs (Cont’d) - Method of Award - Sample Evaluation Language For Your RFP  01:14:01
  36. Drafting RFPs (Cont’d) - Procurement Schedule 01:14:09
  37. Drafting RFP’s (Cont’d) - Contracts - Question and Clarifications 01:14:35
  38. Drafting RFP’s (Cont’d) - Contacts - RFP Submittal 01:14:48
  39. Drafting RFPs (Cont’d) - Pricing Pages 01:14:57
  40. Drafting RFPs (Cont’d) - Pricing Page Example 01:17:04
  41. Recommended Cost Formula 01:17:15
  42. Scoring Sheet Example 01:18:03
  43. Summary of Evaluation Team Example 01:19:20
  44. Drafting Contracts 01:20:12
  45. The Preamble 01:21:07
  46. Procurement Documents as Attachments 01:22:16
  47. Scope of Work 01:24:48
  48. Payment Terms 01:25:46
  49. Term Dates and Renewals 01:27:13
  50. Escalation Clause 01:28:37
  51. Termination Clause - Example 1 01:29:52
  52. Termination Clause - Example 2 01:30:41
  53. Termination Clauses Cont’d 01:31:34
  54. Jurisdiction 01:32:08
  55. Arbitration 01:32:43
  56. Insurance 01:33:24
  57. Bonding 01:35:01
  58. Indemnification 01:35:44
  59. Your Terms and Conditions 01:36:09
  60. Final Agreement Between the Parties 01:36:23
  61. Independent Contractor Provision 01:36:50
  62. Penalty Clauses 01:37:12
  63. Order of Precedence 01:38:19
  64. Contract Draft Legal Review 01:39:08
  65. Contract Amendments 01:40:00
  66. Contract Administration 01:41:16
  67. Best Practices 01:41:35
  68. Best Practices (Cont’d) 01:42:39
  69. Questions and Answers 01:44:16
  70. Presentation Closing 01:45:53

  • Kenneth Jones

    Kenneth Jones

    Ken Jones has been working in the public and non-profit procurement field for over 30 years. He worked for the New York State Office of Taxation and Finance as a Purchasing Assistant from 1985-87 and went on to work for the University at Albany, SUNY where he served as a Purchasing Agent and in 1999 [...]

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Qualified Purchasing Agent - New Jersey

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Browse previous versions of this webinar series:

  • Purchasing 101
    Webinar Date: August 25, 2026
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  • Purchasing 101
    Webinar Date: January 1, 2026
    VIEWING

    • Bid 00:02:27, 00:09:44, 00:12:19, 00:16:12, 00:26:18, 00:30:39, 00:57:50, 01:13:01, 01:20:15
    • Bid Analysis 00:27:30
    • Change Order 00:44:51
    • Chargeback 00:07:55
    • Chart of Accounts 00:07:15
    • Commodity 00:06:53
    • Contract 00:01:32, 00:12:46, 00:26:19, 00:41:37, 01:20:19, 01:25:49, 01:29:57, 01:32:33, 01:36:15
    • Cost 00:22:04, 00:54:50, 01:17:38, 01:37:27
    • Implementation 00:01:28
    • Independent Contractor 01:36:54
    • Invoice 00:28:10
    • P-Card 01:42:20
    • Procurement 00:01:30, 00:03:53, 00:13:00, 00:24:10, 00:32:14, 01:23:20, 01:25:58
    • Purchase Order 00:08:02, 00:18:03, 00:25:53, 00:28:18, 00:41:36, 01:41:46
    • Purchase Requisition 00:06:39, 00:25:00, 00:27:27, 00:37:08
    • Request For Information (RFI) 00:03:23, 01:15:46
    • Request for Proposal (RFP) 00:2:07, 00:32:25, 00:51:44, 00:57:59, 01:13:06, 01:20:15
    • Request for Quotation (RFQ) 00:09:37, 00:32:24, 00:47:34
    • Scoring Matrix 00:05:08, 00:52:08, 01:07:40
    • Vendor 00:02:53, 00:04:49, 00:08:52, 00:13:25, 00:28:22, 00:30:55, 00:32:19, 00:37:20, 00:45:27, 01:04:01, 01:07:53, 01:12:13, 01:20:04, 01:23:44
    • Z-Score 01:10:12

    Bid: A bid is an offer made by an investor, trader, or dealer in an effort to buy an asset or to compete for a contract.

    Bid Analysis Form: Bid Analysis (Vendor analysis) is a technique used to figure out the cost of a project by comparing the bids submitted by many suppliers. This can be accomplished by considering the costs (via quotes, bids, proposals, etc.) presented for project work. By using a selection criteria divided into categories, vendor proposals have to meet these criteria or may be eliminated.

    Change Order: Once a requisition is approved changes cannot be made, however, users do have the ability to make some changes after a PO has been issued through the change order process. Managing changes to the Purchase Order requires a Change Order to modify the dollar amount, service dates, or update the chartstrings.

    Chargeback: A chargeback—also called a “reversal”—is the return of credit card funds used to make a purchase to the buyer. A chargeback can occur if a consumer disputes a purchase made using their credit card, claiming that it was fraudulent or made without their knowledge or permission.

    Implementation: To make the software available to all at the buying organization (or as many users as the buying organization wants).

    Independent Contractor: An independent contractor is a person or entity contracted to perform work or provide services to another entity as a non-employee. As a result, independent contractors must pay their own Social Security and Medicare taxes. - Investopedia (https://www.investopedia.com/)

    Invoice: An invoice, bill or tab is a commercial document issued by a seller to a buyer, relating to a sale transaction and indicating the products, quantities, and agreed prices for products or services the seller had provided the buyer. Payment terms are usually stated on the invoice.

    P-Card: A PURCHASING CARD (also abbreviated as PCard or P-Card) is a form of company charge card that allows goods and services to be procured without using a traditional purchasing process. In the UK, purchasing cards are usually referred to as procurement cards

    Procurement: Procurement is the process of finding and agreeing to terms, and acquiring goods, services, or works from an external source, often via a tendering or competitive bidding process. Procurement is used to ensure the buyer receives goods, services, or works at the best possible price when aspects such as quality, quantity, time, and location are compared.

    Purchase Order: A legal contract between a buyer and a vendor. It lists the materials or services to be purchased on specified terms and conditions (quantity, price / pricing conditions, delivery date).

    Purchase Requisition: A purchase requisition is a document used as part of the accounting process to initiate a merchandise or supply purchase. By processing a purchase requisition, appropriate controls can monitor the legitimacy of a purchase, as well as identify the business need for the products.

    Request For Information (RFI): A request for information is a common business process whose purpose is to collect written information about the capabilities of various suppliers. Normally it follows a format that can be used for comparative purposes. An RFI is primarily used to gather information to help make a decision on what steps to take next.

    Request for Proposal (RFP): A request for proposal (RFP) is a document that solicits proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals.

    Request for Quotation (RFQ): A request for quotation (RFQ) is a standard business process whose purpose is to invite suppliers into a bidding process to bid on specific products or services.

    Scoring Matrix: A tool that helps you evaluate multiple options based on a set of criteria.

    Vendor: A vendor is a person or business that supplies goods or services to a company. Another term for the vendor is the supplier. In many situations, a company presents the vendor with a purchase order stating the goods or services needed, the price, delivery date, and other terms.

    Z-Score: The Z-score formula for predicting bankruptcy was published in 1968 by Edward I. Altman, who was, at the time, an Assistant Professor of Finance at New York University. The formula may be used to predict the probability that a firm will go into bankruptcy within two years.

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    Frequently Asked Questions

    A professional procurement program is built on a foundation of documented policies, standardized processes, internal controls, and competitive practices that ensure the organization obtains goods and services at the best value while maintaining legal and ethical compliance. Core elements include a procurement manual that defines procedures and dollar thresholds for different purchasing methods, a vendor database for managing supplier information, a workflow that routes purchase requisitions through appropriate approval levels, and a consistent approach to competitive solicitation — quotes, bids, and RFPs depending on purchase value. Strong procurement programs also include contract management practices that ensure vendors deliver on commitments and that the organization understands its legal obligations. Whether in the public sector, nonprofit, or private industry, organizations that invest in procurement fundamentals reduce maverick spending, improve supplier accountability, and build defensible audit trails.
    These three procurement solicitation methods are appropriate for different types of purchases and levels of complexity. A Request for Quotation (RFQ) is used for straightforward, well-defined goods or services where price is the primary evaluation criterion — the buyer specifies exactly what is needed and vendors submit their best price. A formal Bid is similar to an RFQ but typically subject to more rigorous public notification requirements and is awarded to the lowest responsive, responsible bidder — common in government and public procurement. A Request for Proposal (RFP) is used when the scope is more complex or when the buyer wants to evaluate suppliers on factors beyond price — such as technical approach, experience, management capability, and cost together using a weighted scoring matrix. RFPs allow best-value selection rather than lowest-price-only and are appropriate for service contracts, technology implementations, and other complex procurements where how the work will be done matters as much as what it costs.
    An effective RFP is clear, complete, and structured to elicit comparable, evaluable responses from qualified vendors. Key components include a project overview and background that gives vendors sufficient context to understand the need, a detailed scope of work specifying exactly what the vendor will be expected to deliver, mandatory requirements that must be met for a proposal to be considered responsive, scored evaluation criteria with defined weights so vendors know how they will be assessed, a pricing page with a standardized format for cost submissions, and instructions for proposal submission including formatting requirements, deadlines, and contact information for questions. The evaluation criteria and scoring matrix should be finalized before the RFP is issued, not after proposals are received. Clear, unambiguous language reduces the number of vendor questions during the solicitation period and produces proposals that can be fairly and defensibly evaluated.
    A well-drafted procurement contract clearly defines the rights and obligations of both the buyer and the vendor to minimize disputes and protect both parties. Essential elements include a preamble that identifies the parties and the purpose, a scope of work that specifies exactly what is being purchased with enough detail to resolve ambiguity, payment terms including amounts, invoicing procedures, and payment schedules, term dates and any renewal options, an escalation clause for multi-year contracts subject to cost increases, termination clauses addressing both for-cause and for-convenience scenarios, insurance and bonding requirements, indemnification provisions, and an order of precedence clause that establishes which document governs in case of conflict between the contract and its attachments. Contracts should be reviewed by legal counsel before execution, especially for high-value or high-risk procurements, and any amendments must be formally documented rather than made informally.
    Internal controls in procurement are the policies, procedures, and approval workflows that ensure purchasing decisions are authorized, documented, and consistent with organizational rules and legal requirements. Key internal controls include segregation of duties — ensuring that the person who initiates a purchase is not the same person who approves it, and that the person who approves is not the same as the person who processes the payment. Dollar threshold requirements that escalate approval authority for larger purchases prevent unauthorized commitments. Mandatory competitive solicitation above defined thresholds ensures value and transparency. Vendor database controls that require formal onboarding and approval before a new vendor can be paid prevent fraud. Regular audits of purchasing card transactions, PO activity, and contract compliance surface irregularities before they become large losses. Organizations that build robust procurement internal controls create a defensible, transparent program that withstands audits, legal challenges, and public scrutiny.