Ohio University

Affordability and Efficiency Rollout Plan

Governor Kasich commissioned the Ohio Task Force on Affordability and Efficiency in Higher Education. This task force was charged with reviewing a number of areas within higher education that affect the affordability of tuition for students and efficiency of how universities conduct business.

With regards to purchasing, the task force suggests that universities should leverage spend campus-wide through contracted suppliers and that they leverage spend state-wide through the Inter-University Council Purchasing Group (IUC-PG). The task force recommends utilizing the IUC-PG to focus on six areas of common spend:

  • Computer Hardware
  • Copier/Printer Services
  • Office Supplies and Equipment
  • Outbound Shipping
  • Scientific Supplies and Equipment
  • Travel Services

Preferred Suppliers

Representatives from across the University were recruited to participate in the Affordability and Efficiency (AE) Work Group to create a roll-out plan of the preferred supplier list for the institution. The A&E Work Group is using a common sense approach to implement these state-issued mandates. The preferred supplier list has been separated into categories for preferred suppliers and non-preferred suppliers.

Preferred Suppliers

  • Primary Preferred Supplier (Singular)
    • Bid, negotiated, and under contract
    • Expectation is majority spend to on defined commodities to supplier
    • Off-contract by exemption only
  • Preferred Supplier (Pool)
    • Bid, negotiated, and under contract
    • Pool of contracted suppliers awarded a unique scope of service
    • Statement of work at time of purchase outlining specific details on each purchase
    • off-contract by exemption only
  • Cooperative Purchasing Negotiated Supplier
    • Bid (may or may not have been negotiated/leveraged)
    • Awarded by a cooperative purchasing group of which Ohio University is a member (IUC, E&I, TCPN, DAS, NJPA, etc.)
    • Agreement adopted
 

Non-Preferred Suppliers

  • State-Term Schedule Suppliers
    • Can only be used up to $50,000
    • Not publicly bid
    • Non-negotiated pricing
  • Non-Contract Supplier
    • Last resort
    • Limited spend allowed off-contract for specific commodities
    • May require exemption in future
 

To comply with the Task Force mandate, the AE Work Group has separated commodities (also known as goods and services) into the following timelines for review beginning May 1, 2017:

  • 0-3 Months
    • Computer Supplies
    • Janitorial Supplies and Services
    • Office Supplies
  • 6-12 Months
    • Copier/Printer Supplies and Services
    • Graphic Design
    • Videography Services
    • Web Supplies and Services
  • 12-18 Months
    • Facilities Management
    • International Procurement
    • Safety Supplies
    • Specialized Research Supplies
    • Travel

While the institution must use preferred vendors as part of the mandate, the AE Work Group recognizes that there are times when exemptions are necessary. An exemption process is underway for specialized items that cannot be purchased through preferred channels. The AE Work Group will share additional details regarding policies and process as it progresses with its charge.