Strategic Purchasing Procedures for
Tribes and Tribal Businesses

Other than payroll, the majority of money spent by tribes and tribal organizations is on goods and services that support the mission of the organization. The opportunity for savings in this activity is significant but often overlooked. Many times you're dealing with people who are highly trained in purchasing techniques, which puts you at a disadvantage when spending the tribe's money.

This intensive class will introduce you to techniques and procedures that are guaranteed to save your organization thousands, if not millions, of dollars each year. Our expert will expose you to an array of concepts such as cost and price analysis, types of contracts, two-step sealed bidding, Brooks Act contracting and much more. We'll also fill you in on the procurement changes in OMB's new Uniform Guidance. Register for this action-packed class and start saving money for your tribe or organization immediately.

Perfect for purchasing staff, tribal administrators, board/council members, and anyone involved in the purchasing process.

T O P I C S   I N C L U D E

Legal Requirements

  • Grants and Cooperative Agreements with State and Local Governments
  • Standards of conduct for purchasing staff
  • Davis Bacon Act requirements
  • 25 CFR Part 900 (BIA/IHS Regulations)
Cost and Price Analysis
  • When Grants and Cooperative Agreements with State and Local Governments are required
  • Differences between cost and price analysis
  • What to request in a cost proposal
  • Techniques for analyzing items of cost
  • Tricks contractors play
  • When price analysis is enough
  • How to conduct a price analysis
Two-Step Sealed Bidding
  • Developing the requirement
  • Sending out the IFB
  • Evaluation criteria
  • Negotiating with those selected
  • When to use
Types of Contracts
  • Fixed price (four types)
  • Cost reimbursement (pros and cons)
  • Fixed price incentive
  • Cost plus fixed fee
  • Which type to choose
  • Impact on contract administration
Small Purchase Procedures
  • Setting up sources of supply
  • Definite quantity
  • Indefinite quantity
  • Competition requirements
  • Obtaining quotes
Essential Terms and Conditions
  • Performance bonds
  • Payment bonds
  • Key personnel clauses
  • Rights in data
  • Termination for convenience of the government
  • Termination for default
Construction Contracting
  • Specifications
  • Clauses
  • Bid documents
  • Public bid opening
  • Determining responsibility of contractor
  • Differing site conditions
  • Change orders
  • Bonding issues

Contract Administration

  • Progress payments
  • Partial payments
  • Inspection/acceptance
  • Invoice review
  • Access to records
  • Contract modifications
  • Suspending payments
Negotiating with Vendors
  • Opening position
  • Fall back position
  • Walk out position
  • Good guy bad guy
  • Getting to "yes"
  • Nibble approach (a little at a time)
  • Power of legitimacy
Developing a Statement of Work
  • Purpose
  • Saying what you want
  • Go No Go criteria
  • Evaluating the proposals
  • Competitive range
  • Negotiations
  • Best and final

Micro Purchasing Procedures

Indian Preference

  • P.L. 93-638 7-A-B-C
  • When using Federal funds
  • When using tribal funds
  • Percentage of Indian ownership
  • Indian controlled
  • *Topics subject to change.

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