The Healthy Agency-Supplier Relationship Guide

1. The Healthy Agency-Supplier Relationship Guide Presented by the NIGP Business Council

2. Agenda • Panel Introduction • Overview of the NIGP Business Council • Overview of the White Paper • Present Information about the White Paper The Healthy Agency-Supplier Relationship Guide • Open Discussion • Recap of Available Resources

3. Learning Objectives • Through open dialog, understanding ways we can improve interactions, relationships, and have proactive, quality conversations between agencies and suppliers that result in success for all parties • How an agency optimizes the relationship with suppliers during different types of “Relationship Status” • Non-Contract Suppliers • Bidder Interactions • Contract Holder Relationships

4. NIGP Business Council: Who We Are NIGP’s Business Council is comprised of two representatives from each company participating in the Institute’s Enterprise Sponsor Program. Enterprise Sponsors are leaders in their respective industries and have demonstrated a shared commitment to NIGP’s values: Accountability, Ethics, Impartiality, Professionalism, Service, and Transparency.

6. The NIGP Business Council Mission… Serve the NIGP membership and procurement profession through the sharing of resources and expertise in support of NIGP’s educational, research and advocacy mission.

7. In essence, the Business Council connects the supplier’s perspective with the public procurement community and is dedicated to improving the buyer/supplier relationship. White papers represent one of the ways in which the Business Council supports the educational mission of NIGP. 2013 2014

8. We “No Bid,” and I’ll tell you why. • What causes vendors to “No Bid” • What are the effects of reduction in vendor participation

9. Crafting a Solicitation • Foster Transparency • Best Value • Collaborative Partnership

10. 2015 White Paper: “The Relationship Guide” Continue the Conversation: How can procurement professionals and the supplier community improve communication and outcomes through specific activities? Overview: • 3 Distinct Relationship Types • Appropriate Interactions • Identify Areas For Collaboration & Improvement • Basic and Advanced Sessions at Forum

11. How did we come up with this year’s Topic and Format? • 2014 Forum • List of “What keeps you up at night?” • NIGP Annual Survey Results • Basic and Advanced Sessions so all levels of audience experience are engaged • Webinar after Forum for those who could not attend

13. Targeted Results • Expand Awareness of Products, Services, and Technologies in Market • Reduce Contract Inefficiencies and Misunderstandings • Deliver Higher Quality Goods and Services to the Public • Achieve Best Value for your Agency • Develop New Procurement Strategies • Attract and Encourage Competition • Develop Sustained Relationships with Contract and Non-Contract Suppliers • Suppliers Increased Understanding of Agency’s Expectations • More Comprehensive Bid Responses and Solutions that Align with Agency’s Needs • Avoid Protests and Re-Solicitations • High-Quality, Successful Partnerships and Contracts • Opportunity for Continual Improvement

14. Key Recommended Practices • Develop Supplier Communication Policies, Plans, and Processes • Conduct Market Research • One-on-One Meetings, Industry Days, Procurement Fairs, Reverse Trade Shows, Pre-Proposal Conferences, RFIs, Draft RFPs • Participate in Training Opportunities • Communicate with Suppliers on an Ongoing Basis while Maintaining Integrity of the Competitive Process • Clearly Outline Need and Desired Outcomes from the Solicitation • Include Evaluation Criteria, Weighting, and Scoring Methodologies • Operate with Transparency and Unbiased Integrity • Develop Clearly Defined Protest Policy • Hold Post Award Debriefings with Suppliers • Create Formal Executive Steering Committee After Award • Create Accountability Metrics and Evaluate Performance for Suppliers

15. Open Discussion Questions / Answers / Comments Download the White Paper at: www.nigp.org/WhitePapers

16. Session 1 Discussion Topics • Non-Contract Supplier Interactions • Formal Supplier Communication Plans and Processes • Set Policies and Standards to Maintain Transparency and Impartiality • Types of Engagement Opportunities and Forums • Utilize Findings to Shape Bid/Solicitation Providing Best Value • Bid Interactions • Pre-Solicitation, Solicitation Period, Award, Post Award Phases • Open Communication while Avoiding Impropriety • Value to Agency’s? • Value to Suppliers? • Contract Holder Relations • Establish Performance Criteria and Mutual Understanding of “Success” • Evaluate Performance: Agency’s and Suppliers • Hold Contract Performance Reviews

17. Session 2 Discussion Topics • Supplier Relationship Succession Planning • Value, Trust, and Knowledge Transfer • Accelerate Ramp Up Process • Don’t Exclude Non-Contract Holders • Retirement on Both Sides • Affect Change: Elected Official Interaction • We All Want Change, But We Don’t Always Make Rules or Control Local Interests • Supplier’s Role? • Agency’s Role? • How to Get Involved • Procurement is Now Part of Finance. How Can Suppliers Help? • Discussions/Meetings Accompanied by ROI with Clear Methodology • Contract Performance Metrics and Measurement • What is Valuable? How to Measure It? • Even Better with Time? How to Help the Performance and Relationship Improve Continually After Contract Award

18. Want to Learn More or Pass it on? • www.NIGP.org/WhitePapers • Upcoming Webinar • White Paper Road Show • NIGP Local/Regional Meetings • Please email us to request!

19. Quick References Included • Supplier-Agency Relationships: High Level Summary • Supplier Management • Post Award Contract Supplier Interactions

20. Today’s Panelists - Session 1 (Beginner) Jack Adger, CPPO, CPPB Bossier Parish School BoardChief Procurement Officer jack.adger@bossierschools.org Kevin Beardsley, CPPO, CPPB Virginia Beach City Public Schools Director, Purchasing Services kevin.beardsley@vbschools.com Yvonne Bland HD Supply Waterworks, LTD. Vice President, Sales & Market Development yvonne.bland@hdsupply.com Lourdes Coss, CPPOCity of Houston Finance DepartmentChief Procurement Officer lourdes.coss@houstontx.gov Scott Matthews The Home Depot Director Strategic Accounts scott_matthews@homedepot.com Terry McKee, CPPO, CPPB, C.P.M.Knoxville's Community Development Corp - The Public Housing & Redevelopment Authority Information Systems & Procurement Director tmckee@kcdc.org Paula Sliefert(Moderator) The Toro Company Senior Marketing Manager paula.sliefert@toro.com Phil Todd Haworth Director Sales Support phil.todd@haworth.com Dave Wetzel Office Depot, Inc. National Director, Government and Education – Business Solutions dave.wetzel@officedepot.com

21. Today’s Panelists - Session 2 (Advanced) Rod Blunier Caterpillar Government Accounts Manager blunier_rod@cat.com MarchetaGillespie, CPPO, CPPB, C.P.M., CPM City of Tucson Director of Procurement marcheta.gillespie@tucsonaz.gov Paul T. Murphy Canon Solutions America Director, Strategic Contract Support pmurphy@csa.canon.com Rich Nyberg The Home Depot Contracts and Compliance Senior Manager richard_nyberg@homedepot.com MarianPace, CPPO, CPPB City of Punta Gorda Procurement Manager mhowe@ci.punta-gorda.fl.us Nelson Park, CPPO, CPPBSeattle City Light Procurement and Contracting Manager nelson.park@seattle.gov Rob Rhoads Graybar Strategic Contract Manager U.S. Communities Eastern United States robert.rhoads@graybar.com Sheila Schnellenberger (Moderator) HD Supply Facilities Maintenance Regional Vice President Government Sales sheila.schnellenberger@hdsupply.com Carrie Woodell, MPA, CPPO, CPPB, CFCM, C.P.M., A.P.P. Orange County, Florida Administrator carrie.woodell@ocfl.net