1. July 19, 2018 Cherie Odeski, CPPO, CPPB
Small Agency Innovations and Tools for a Successful Procurement Department
July 19, 2018
Cherie Odeski, CPPO, CPPB

2. Decentralized Procurement to Centralized Procurement
The Town of Sahuarita did not have a procurement person until
I joined the Town and was tasked with centralizing purchasing.
Communication is key.
Meet with all directors.
Meet with all staff making purchases.
Learn how they are doing it now and work to build their trust.
Establish a procurement liaison with each department.
Town of Sahuarita Fleet Lease Program
It is important that they understand your intent is to make their jobs easier.
The liaisons are people you keep advised of procurement policies and procedures, any updates thereto, new cooperative opportunities, etc.
You can also communicate surplus material through these representatives.
Marana has been meeting quarterly with their departments
The Town of Sahuarita implemented a fleet lease program to cut costs on repairs, remove high mileage vehicles. We are not big enough to have a fleet department so this contract has made it possible for us to have tracking of all repair/maintenance records.
2018 we implemented the same program for our patrol vehicles and animal control.

3. Compliance
It is imperative to know what rules govern the purchases that you make
Compliance
State Statutes
Agency Procurement Code
Federal grants
Davis Bacon wages and monitoring
RICO Funds
Up to date policies and procedures
Ongoing education
Review on a regular basis
Monitor State Legislation
Due Diligence
State statutes govern construction projects and the school districts but you also need your own procurement code.
Federal Grants have their own procedures and rules that you must follow.
Federally funded construction projects will require that Davis Bacon wages be paid and monitored.
Have you ever wondered what RICO stands for?  Racketeer Influenced and Corrupt Organizations Act
State legislation – the last change that required us to update our solicitations and contracts was adding the boycott of Israel language saying that the contractor is not engaged in a boycott
Due Diligence – this comes into play when you are using a cooperative contract. It is imperative that you determine if the contract was let according to your policies and procedures before using it.
Is all of this too much? Well…

4. To ensure you are following best practices you need a network

5. Network Join a procurement professionals group such as NIGP or NPI
Again you need a network of resources
Resources
Best practices
Certifications
Agency awards
AEP
UPPCC Certification recognition
My favorite – mascot for the town
Where do you go for a giant saguaro cactus?
You need to develop resources to keep informed of best practices.
Certification is a key component in demonstrating your agency’s commitment to excellence in public procurement.
Awards are another way to demonstrate that commitment.

6. Toolkit
A larger agency has the resources and buying power that we do not have but through the use of our toolkit we are able to take advantage of those larger agency benefits.
Cooperatives
Similar size agencies
List Serves
Networking
Questions are key
Memberships in regional NIGP chapters:
Copper Chapter (Southern AZ)
Capitol Chapter (Phoenix area)
Grand Canyon Chapter (Northern AZ)
Resources
NIGP.org
State of Arizona