PROCUREMENT PROCESS
This page discusses the following common questions regarding Sourcing Office’s procurement process:
WHAT IS THE STATUTORY PROCUREMENT PROCESS THAT SOURCING OFFICE FOLLOWS?
Sourcing Office’s procurement process follows the guidelines of the Ohio Revised Code, primarily the methodology outlined in Section 125. These are the same guidelines followed by the State of Ohio’s Department of Administrative Services, commonly referred to as the “State Bid” or “State Term Schedule.”
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CAN PARTICIPATING PUBLIC SECTOR ENTITIES BUY THROUGH SOURCING OFFICE’S CONTRACTS WITHOUT CONDUCTING THEIR OWN BID PROCESS?
Yes. A key advantage that Sourcing Office offers its participants is the ability to “piggyback” on Sourcing Office’s already-procured contracts, thereby saving both the individual Participant and the supplier the time, aggravation, and cost of conducting yet another Bid or RFP process on a one-off basis.
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IF MY ORGANIZATION BUYS OFF THE STATE BID, CAN WE BUY THROUGH SOURCING OFFICE?
Yes.
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WHAT IS SOURCING OFFICE’S COMPETITIVE PROCUREMENT PROCESS?
Sourcing Office conducts competitive solicitations for products and services in accordance with the Ohio Revised Code. Sourcing Office generally utilizes a Request for Proposals (“RFPs”) methodology, rather than sealed bids, as RFP’s provide Sourcing Office with the opportunity to engage in negotiations with potential suppliers to achieve the best pricing and overall value in the final contract. Sourcing Office’s RFP process includes developing a best-in-class scope of work and RFP document for each product or service that Sourcing Office sources. These specifications are developed with significant input from Sourcing Office participants and from the supplier community with the guidance of a contracted subject matter expert who is highly knowledgeable in that particular product or service.
Once the RFP is finalized, Sourcing Office advertises the opportunity for three consecutive weeks in accordance with the Ohio Revised Code and conducts pre-proposal meetings with all identified suppliers. Proposals are due in the fourth week. Sourcing Office evaluates the technical proposals for each supplier first in accordance with the scoring methodology defined in the RFP. Sourcing Office will only consider the cost proposals of suppliers that meet the minimum technical proposal score established for that RFP.
Sourcing Office’s final choice of supplier is based on a weighted average of the technical and cost proposal scores, with the specific intent of providing a program that will enable participants to manage down the total cost of ownership associated with each particular product or service. Pricing, value-added services, and tools to manage down costs over time are the key criteria in Sourcing Office’s selection of winning suppliers.
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UNDER WHAT LEGAL AUTHORITY CAN PARTICIPANTS CHOOSE TO UTILIZE SOURCING OFFICE’S CONTRACTS RATHER THAN CONDUCT THEIR OWN PROCUREMENT PROCESS?
Sourcing Office’s authority to conduct activities, including procurement, on behalf of its membership comes from Section 167 of the Ohio Revised Code. Understanding the authority Sourcing Office has on behalf of its Members and Affiliates requires a review and collective reading of several sections of R.C. 167. R.C. 167 states, in pertinent part, that "governing bodies of any two or more counties, municipal corporations, townships, special districts, school districts, or other political subdivisions may enter into an agreement with each other, or with the governing bodies of any counties, municipal corporations, townships, special districts, school districts or other political subdivisions of any other state to the extent that laws of such other state permit, for establishment of a regional council consisting of such political subdivisions." See R.C. 167.01 (Establishment of regional councils of political subdivisions).
Membership in a council of governments such as Sourcing Office shall include the "counties, municipal corporations, townships, special districts, school districts, and other political subdivisions entering into the agreement establishing the council or admitted to membership subsequently pursuant to the agreement establishing the council or the bylaws of the council. Representation on the council may be in the manner as provided in the agreement establishing the council." See R.C. 167.02 (Membership, withdrawals, and representation).
Once established, the council of governments has the power to engage in several actions set forth in R.C. 167.03, which include, but are not limited to:
Promote cooperative arrangements and coordinate action among its members, and between its members and other agencies of local or state governments, whether or not within Ohio, and the federal government. See R.C. 167.03(A)(2);
Make recommendations for review and action to the members and other public agencies that perform functions within the regions. See R.C. 167.03(A)(3);
Promote cooperative agreements and contracts among its members or other governmental agencies and private persons, corporations, or agencies. See R.C. 167.03(A)(4); and
By appropriate action of the governing bodies of the members, perform such other functions and duties as are performed or capable of performance by the members and necessary of desirable for dealing with problems of mutual concern. See R.C. 167.03(C).
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