Webinar Details $199
- Webinar Date: August 7, 2025
- Webinar Time: 12:00 pm - 1:40 pm EDT live
- Webinar Length: 100 Minutes
- Guest Speaker: Kenneth Jones
- Topic: Purchasing, Taxation and Accounting
- Credit: CPE 2.00, ISM 1.50, QPANJ 2.00, ATAPU 1.50
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This comprehensive webinar is designed to guide both new and experienced procurement professionals through the foundational elements and advanced strategies of a successful procurement program. Attendees will explore essential procurement processes, including how to properly use and complete critical documents such as purchase requisitions, purchase orders, competitive quotes, bids, RFPs, and contracts. The session also covers best practices for creating and managing vendor databases and establishing effective document workflows to enhance procurement efficiency.
For seasoned procurement officers, this is a unique opportunity to evaluate and improve existing systems by learning from real-world examples and peer best practices. Whether you're looking to resolve a current procurement challenge or want to strengthen your foundational knowledge, this session will offer actionable insights. New procurement officers will benefit from step-by-step instruction on formal procurement procedures, including sample documents, contract drafting techniques, internal controls, and how to navigate the complexities of competitive bidding.
Topics Covered:- Avoiding pitfalls in procurement
- Drafting procurement documents and contracts
- Setting up procurement policy and internal controls
- Managing vendor databases and workflow processes
- Increasing competition and reducing the risk of protests
- Learn how to draft procurement documents, contracts, and RFPs using proven templates and real-world examples.
- Discover methods to enhance competition, reduce procurement delays, and prevent bid protests.
- Understand the critical components of procurement policy, workflow design, and internal controls for increased efficiency and compliance.
This webinar equips you with the tools and knowledge to confidently manage procurement tasks while avoiding common mistakes. Whether you're refining current procedures or building your skills from the ground up, you'll gain practical solutions and immediate takeaways to enhance your performance.
Who Should Attend:Procurement officers at all experience levels, especially those looking to strengthen their procurement operations or seeking guidance on formal procurement processes.
Program Details:Level: Beginner
Format: Live webcast
Instructional Method: Group: Internet-based
NASBA Field of Study: Accounting (2 hours)
Program Prerequisites: None
Advance Preparation: None
- Introduction
- Definitions 00:01:48
- Definitions (Cont’d) 00:09:27
- State Purchasing Requirement Thresholds 00:18:53
- Procurement Legal Considerations 00:20:27
- Procurement Manual 00:25:54
- Procurement Workflow 00:28:18
- Dollar Limits 00:28:58
- Starting a Procurement 00:30:29
- Purchase Requisition Sample 00:34:59
- Purchase Order Sample 00:38:50
- Request for Quotation Sample 00:41:00
- Formal Bids 00:42:34
- Request for Proposal - Best Value 00:49:21
- Drafting an RFP 00:51:52
- Drafting an RFP (Cont’d) 00:53:34
- Mandatory Requirements 00:54:01
- Mandatories Continued 00:55:24
- Mandatories Continued - Checklist Sample 00:58:37
- Mandatories Continued- Vendor of Choice 00:59:42
- Mandatories Continued - Laptop 00:59:58
- Drafting RFPs (Cont’d) - Scored Criteria - Objective Questions 01:01:04
- Drafting RFPs (Cont’d) - Sample Evaluation and Award Criteria Scored Criteria 01:03:30
- Drafting RFPs (Cont’d) - Proposal’s 01:04:41
- Drafting RFPs (Cont’d) - Vendor Profile 01:05:08
- Drafting RFPs (Cont’d) - Scored Criteria - Sample Matrix 01:05:41
- Drafting RFPs (Cont’d) - Scored Criteria - Sample Matrix 01:06:32
- Drafting RFPs (Cont’d) - Scored Criteria - References 01:07:14
- Drafting RFPs (Cont’d) - Scored Criteria -Z-Score 01:07:37
- Drafting RFPs (Cont’d) - Vendor Submittals 01:08:30
- Drafting RFPs (Cont’d) - Sample From Scoring Matrix 01:08:41
- Drafting RFPs (Cont’d) - Sample From Scoring Questionnaire 01:10:07
- Drafting RFPs (Cont’d) - Weighted Criteria 01:11:09
- Drafting RFPs (Cont’d) - Method of Award 01:11:36
- Drafting RFPs (Cont’d) - Method of Award - Sample Evaluation Language For Your RFP 01:12:21
- Drafting RFPs (Cont’d) - Procurement Schedule 01:12:43
- Drafting RFP’s (Cont’d) - Contracts - Question and Clarifications 01:13:30
- Drafting RFP’s (Cont’d) - Contacts - RFP Submittal 01:14:18
- Drafting RFPs (Cont’d) - Pricing Pages 01:14:56
- Drafting RFPs (Cont’d) - Pricing Page Example 01:16:18
- Recommended Cost Formula 01:17:59
- Scoring Sheet Example 01:18:49
- Summary of Evaluation Team Example 01:19:12
- Drafting Contracts 01:20:13
- The Preamble 01:22:23
- Procurement Documents as Attachments 01:21:37
- Scope of Work 01:22:05
- Payment Terms 01:23:00
- Term Dates and Renewals 01:25:06
- Escalation Clause 01:26:13
- Termination Clause - Example 1 01:27:38
- Termination Clause - Example 2 01:28:11
- Termination Clauses Cont’d 01:28:57
- Jurisdiction 01:30:14
- Arbitration 01:30:41
- Insurance 01:31:15
- Bonding 01:32:04
- Indemnification 01:33:12
- Your Terms and Conditions 01:33:48
- Final Agreement Between the Parties 01:34:41
- Independent Contractor Provision 01:35:56
- Penalty Clauses 01:36:57
- Order of Precedence 01:38:12
- Contract Draft Legal Review 01:38:57
- Contract Amendments 01:39:34
- Contract Administration 01:40:20
- Best Practices 01:41:01
- Best Practices (Cont’d) 01:43:06
- Questions and Answers 01:44:31
- Presentation Closing 01:44:49
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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 [...]
CPE Credit
Aurora Training Advantage is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.nasbaregistry.org.
For more information regarding administrative policies such as complaint and refund, and cancellation please contact our offices at 407-542-4317 or training@auroratrainingadvantage.com.
ISM Credit
This program may be used for Continuing Education Hours (CEH) toward recertification for programs offered by the Institute for Supply Management®, including the Certified Professional in Supply Management® and Certified Professional in Supplier Diversity®.
QPANJ Credit
Qualified Purchasing Agent - New Jersey
ATAPU Credit
Aurora Training Advantage is offering continuing education points designed to recognize dedication to training and excellence in purchasing.- Audit 00:15:40, 00:15:44,
- Bid 00:02:27, 00:02:38, 00:02:50, 00:03:14, 00:03:28, 00:03:57, 00:05:18, 00:17:21, 00:27:25, 00:27:43, 00:42:37, 01:15:00, 01:21:39, 01:21:44
- Commodity 00:03:30, 00:13:13
- Contract 00:11:17, 00:11:36, 00:14:44, 00:17:52, 00:20:42, 01:10:33, 01:12:28, 01:20:16, 01:20:22, 01:20:27, 01:39:01, 01:39:27, 01:39:37
- Cost 00:07:46, 00:08:07, 00:45:16, 00:49:16, 00:51:03, 01:11:18, 01:18:04
- Independent Contractor 01:10:30, 01:35:57, 01:36:37
- Invoice 00:39:53
- P-Card 00:28:31
- Procurement 00:03:18, 00:09:35, 00:10:34, 00:15:26, 00:15:55, 00:16:07, 00:20:30, 0025:58, 00:28:22, 00:30:33, 00:43:30
- Purchase Order 00:11:15, 00:12:14, 00:12:30, 00:12:43, 00:20:33, 00:26:31, 00:26;43, 00:28:44, 00:38:53, 00:40:10, 00:40:25,
- Purchase Requisition 00:09:30, 00:10:30, 00:11:01, 00:11:42, 00:28:53, 00:35:06
- Request For Information (RFI) 00:05:48, 00:06:09, 00:06:30, 00:06:41,
- Request for Proposal (RFP) 00:02:15, 00:02:17, 00:02:37, 00:03:15, 00:03:39, 00:04:11, 00:06:46, 00:09:05, 00:44:51, 00:46:15, 00:49:24, 00:51:56, 01:08:04, 01:10:37, 01:21:40
- Request for Quotation (RFQ) 00:13:00, 00:13:32, 00:30:46, 00:41:02, 00:42:01
- Scoring Matrix 00:06:47, 00:07:33, 00:51:59, 00:52:05, 01:02:08, 01:05:45, 01:06:35, 01:08:46
- Vendor 00:02:55, 00:03:45, 00:04:02, 00:05:16, 00:05:52, 00:06:17, 00:07:56, 00:09:42, 00:11:03, 00:11:18, 00:13:37, 00:14:04, 00:16:18, 00:16:28, 00:17:46, 00:19:47, 00:27:29, 00:54:26, 00:59:55, 01:03:44, 01:08:50
- Z-Score 01:07:47
Audit: A formal examination of an organization's or individual's accounts or financial situation
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.
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.
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 Quotation (RFQ): A process in which a company solicits select suppliers and contractors to submit price quotes and bids for the chance to fulfill certain tasks or projects.
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.
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.
