NASPO Cooperative Purchasing Process
PHASE 1 - An idea becomes a cooperative contract opportunity

  • State staff has an idea and works through director to discuss it on monthly regional call OR state is contemplating their own contract and wants to gauge interest among other regional states. 
  • Gain approval for a survey from the region through the state director and distribute the survey to all NASPO states.
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  • Based on survey responses, make recommendation to region as to whether or not to pursue.
  • Determine a "Lead" state; normally it's the state that conducts the survey, but this is not required.
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PHASE 2 - The cooperative contract is developed

  • Create a budget and schedule (or timeline).
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  • Submit budget and timeline to region for approval and recommendation to the NASPO Cooperative Procurement Committee.
  • Create a Sourcing Team that will work together on research, solicitation, evaluation, and beyond.
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  • Lead State develops solicitation with Sourcing Team - advice and guidance provided by Cooperative Development Team.   NASPO Standard Terms and Conditions are included.
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  • Cooperative Development Team provides draft of solicitation for release to ALL NASPO states and requests that interested states complete an Intent to Participate to be named in the solicitation.
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  • Lead State includes those states who sign the Intent to Participate in the solicitation before release.  Any unique Terms and Conditions are also included using the RFP Attachment.
  • Notify Cooperative Development Team when solicitation is released/posted to Lead State Web site.  The Team will share the link with NASPO and other states and post it in the Cooperative Opportunities section of the NASPO and WSCA Web sites.
  • Lead State conducts evaluation with Sourcing Team - either in person or via conference call.
  • After Lead State determines that awards are in compliance with their state's statutes, Lead State provides award recommendations to NASPO Cooperative Procurement Committee prior to vendor notification.
  • Lead State finalizes award(s) through own state processes and statutes.

PHASE 3 - Continual maintenance of the cooperative contract

  • After award, share information with NASPO for posting on Web site.
  • Rollout the contract with a webinar (coordinate with NASPO Staff).
  • Lead State works with Cooperative Development Team to facilitate the signing of Participating Addendums.
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  • Lead State communicates regularly with contractors and Sourcing Team to ensure guidelines specific to NASPO/WSCA Cooperative Contracts are being met.
  • Ensure contractors have the proper instructions and are submitting both NASPO or WSCA admin fees to NASPO Staff (Lee Ann Pope) and quarterly reports to the assigned master price agreement administrator.
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  • Conduct annual performance evaluation conferences.