When Cooperative Purchasing Can Replace a New Electronic Monitoring RFP

Part 3 of Beyond the RFP, examining how eligible agencies can use existing contracts to procure electronic monitoring.  

If your electronic monitoring contract is approaching expiration, a new RFP may feel like the next step. Before developing a solicitation, ask your procurement team whether an existing cooperative agreement could meet your program's needs.  

For an eligible agency, a competitively awarded cooperative contract may provide a purchasing route without conducting a separate RFP. The opportunity depends on the agreement, your agency's purchasing authority, and the requirements that apply to the purchase. [1] 

That question is relevant whether your agency is considering a different provider or evaluating how to continue an existing monitoring program.  

How Cooperative Purchasing Works  

In programs such as GSA,  NASPO ValuePoint and Equalis Group, a lead public agency conducts a competitive solicitation that results in contracts other eligible entities may use. The purchasing agency evaluates an existing agreement instead of developing its own solicitation. 

NASPO ValuePoint, for example, uses a lead state and sourcing team to develop requirements, evaluate proposals, and establish master agreements through competitive procurement. Participation is then governed by applicable agreements and purchasing rules.1 

This means the competition behind the contract and your agency's authority to use it are separate questions. Both deserve a review.  

How Existing Contracts Can Reduce Solicitation Work  

Using an applicable cooperative agreement can reduce the need to duplicate solicitation development and vendor evaluation already completed through the cooperative process. NASPO ValuePoint identifies reduced solicitation costs and shared procurement resources among the benefits of its model. [2]  

Your team still needs to confirm that the covered solution meets its requirements, review pricing and terms, obtain approvals, and plan implementation.  

The practical benefit is a potentially shorter purchasing process. It does not establish how quickly a particular program can begin operating. Configuration, training, equipment delivery, and any vendor transition still need a realistic schedule.  

Review Options Before Contract Expiration  

Start with the current contract. Review its expiration date, notice requirements, available renewal provisions, and obligations associated with ending or changing the agreement.  

If your agency is considering a provider change, compare the required monitoring capabilities and services with the scope of an available cooperative contract. Plan for participant transitions and access to historical records. NIJ supported procurement guidance identifies data transfer and vendor coordination as important transition considerations. [3]  

If your agency wants to continue with its current provider, determine whether a permitted renewal or an authorized cooperative agreement provides an appropriate route. Renewing an existing contract and placing a purchase under a cooperative agreement are different contracting actions.  

If an RFP is already underway, ask your procurement office which purchasing options and communications are permitted at that stage. Do not assume that an existing cooperative agreement automatically changes an active solicitation.  

Confirm Eligibility and Contract Fit  

Before proceeding, ask your procurement team to verify:  

1. Whether your agency has authority to use the agreement.  

2. Whether the contract includes the required products, services, and supplier.  

3. Whether a participation agreement, registration, or other approval is needed.  

4. Whether pricing, terms, and ordering procedures meet your requirements.  

5. Whether the purchase and implementation schedule fit your program's timeline.  

NASPO ValuePoint directs buyers to review the applicable participating addendum and follow their state or organizational procurement procedures. Access to a master agreement alone does not establish every agency's right to purchase.  

Bring the Available Agreement to the Discussion  

A useful next step is to review a specific contract with your procurement team. Gather the agreement, relevant pricing, scope documents, and evidence of the solicitation and award process where applicable.  

That review can establish whether an existing purchasing route is available before your team commits resources to developing a new RFP.  

Review SCRAM Systems’ cooperative purchasing options. Share your agency's location, required monitoring solution(s), and current contract timing with our team so we can help identify potentially applicable agreements for your procurement office to evaluate.  

Next in this series: Comparing NASPO ValuePoint, Equalis, GSA and State Contracts for Electronic Monitoring. 

Sources 

1. National Association of State Procurement Officials (NASPO). “FAQs for Suppliers.” https://www.naspovaluepoint.org/faqs-for-suppliers/ 
2. National Association of State Procurement Officials (NASPO). "Why Cooperative Purchasing." https://www.naspovaluepoint.org/why-cooperative-purchasing/ 
3. National Institute of Justice (NIJ). "Procuring and Implementing Offender Tracking Technology." https://www.ojp.gov/pdffiles1/nij/nlectc/252822.pdf