VENDOR LOCATION
Where are you currently purchasing from?
An approximate baseline is important for establishing achievable goals and targets. Pull from your purchasing data to understand where you are currently working with local vendors, and areas of unrealized opportunity. Adjust the vendor location based on your institutions definition of local (refer to the Big Questions worksheet).
| Type of good or service | Total spend | Total spend for vendors within defined region and/or state | Total spend for vendors within city | Total spend for vendors within designated zip codes |
|---|---|---|---|---|
| Construction | ||||
| Consulting | ||||
| Contract labor | ||||
| Education | ||||
| Facilities and maintenance | ||||
| Florist | ||||
| Food (catering) | ||||
| Food (dining) | ||||
| Insurance | ||||
| Information Technology and Support | ||||
| Legal | ||||
| Marketing | ||||
| Medical equipment | ||||
| Medical supplies | ||||
| Non-medical equipment | ||||
| Non-medical supplies | ||||
| Renewable Energy | ||||
| Transportation and delivery | ||||
| Other utilities | ||||
| Other goods and services | ||||
| Total |
VENDOR DIVERSITY:
Who are you currently purchasing from?
List the certifications you accept for diverse suppliers. Are any of your diverse suppliers located within your designated geographic zone?
| Type of good or service | Total spend | Total spend with minority-owned businesses | Total spend with other diverse supplier categories (women, HUB zones, veterans, LGBTQ, etc…) | Total spend with diverse vendors, located within designated geographic zone |
|---|---|---|---|---|
| Construction | ||||
| Consulting | ||||
| Contract labor | ||||
| Education | ||||
| Facilities and maintenance | ||||
| Florist | ||||
| Food (catering) | ||||
| Food (dining) | ||||
| Insurance | ||||
| Information Technology and Support | ||||
| Legal | ||||
| Marketing | ||||
| Medical equipment | ||||
| Medical supplies | ||||
| Non-medical equipment | ||||
| Non-medical supplies | ||||
| Renewable Energy | ||||
| Transportation and delivery | ||||
| Other utilities | ||||
| Other goods and services | ||||
| Total |
What are the demographics of vendors compared to community demographics?
ACCESS TO BID PROCESS
Are local and diverse vendors already bidding on contracts?
Review bids submitted for geography and diversity. Are local and diverse vendors submitting bids, but not getting them? Or are local and diverse vendors not submitting bids in the first place? Understanding their current participation can help identify whether your efforts to begin with should be focused on outreach or capacity building.
| Type of good or service | Total number of bids | Total bids from suppliers in designated zip codes or defined target geography | Total bids from diverse suppliers | Total bids from diverse suppliers in designated zip codes or defined target geography |
|---|---|---|---|---|
| Construction | ||||
| Consulting | ||||
| Contract labor | ||||
| Education | ||||
| Facilities and maintenance | ||||
| Florist | ||||
| Food (catering) | ||||
| Food (dining) | ||||
| Insurance | ||||
| Information Technology and Support | ||||
| Legal | ||||
| Marketing | ||||
| Medical equipment | ||||
| Medical supplies | ||||
| Non-medical equipment | ||||
| Non-medical supplies | ||||
| Transportation and delivery | ||||
| Renewable Energy | ||||
| Other utilities | ||||
| Other goods and services | ||||
| Total |
PROJECTING FUTURE SPENDING
What are your upcoming contracting opportunities?
List existing contracts currently outside priority geography greater than $250,000 (or whatever threshold makes the most sense at your institution – for instance, for construction it might be $1 million or more). Include contract end dates, and note what contracts will be expiring soon and when to start planning to either 1) identify a new local, diverse vendor in that space or 2) work with an existing vendor on subcontracting with local, diverse businesses.
| Type of good or service | Contracts that expire in zero to two years | Contracts that expire in three to five years | Contracts that expire in five plus years |
|---|---|---|---|
| Construction | |||
| Consulting | |||
| Contract labor | |||
| Education | |||
| Facilities and maintenance | |||
| Florist | |||
| Food (catering) | |||
| Food (dining) | |||
| Insurance | |||
| Information Technology and Support | |||
| Legal | |||
| Marketing | |||
| Medical equipment | |||
| Medical supplies | |||
| Non-medical equipment | |||
| Non-medical supplies | |||
| Renewable Energy | |||
| Transportation and delivery | |||
| Other utilities | |||
| Other goods and services | |||
| Total |
Future contracting opportunities
List potential future procurement opportunities for local and diverse vendors. These could include new facilities, retrofits, increasing sustainability through retrofits, etc.
DATA INFRASTRUCTURE
Assess whether your current system can track diverse and local spend
- Where is the data about purchasing stored? What software is used?
- Is this information centralized?
- How are reports generated? Who has authority to request reports?
- Are there barriers to tracking and reporting the data included in this worksheet? How can they be overcome?
- What would make it possible to track key vendor community impact variables, such as growth in business and added jobs?
