Live Webinar

Purchasing 101

Webinar Details $219

  • Webinar Date: March 8, 2024
  • Webinar Time: 12:00pm - 1:40pm EST   live
  • Webinar Length: 100 Minutes
  • Guest Speaker:   Kenneth Jones
  • Topic:   Purchasing, Taxation and Accounting
  • Credit:   ATAPU 1.5, CPE 2.0, ISM 1.5, QPANJ 2.0
All Access Membership

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

  • 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.

Chart of Accounts: Chart of Accounts is the complete list of all the company’s accounts and balances. In QuickBooks, it represents and organizes the company's assets, liabilities, income, and expense. QuickBooks automatically creates your chart of accounts based on the industry and type of company you choose when creating your company file. If you just created your file, make sure to record the accounts' opening balances.

Commodity: A basic good used in commerce that is interchangeable with other goods of the same type.

Contract: A written or spoken agreement, especially one concerning employment, sales, or tenancy, that is intended to be enforceable by law.

Cost: The sum of the applicable expenditures and charges directly or indirectly incurred in bringing an article to its existing condition and location

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.


Guest Speaker

  • Kenneth Jones