5 tips for Church procurement

1. Take time to evaluate

Before going out to the market, try spending some time understanding your current contract. You will need to know key aspects of your previous agreements such as the expiry date and details on the termination notice. This will allow you to factor enough time into the quotation process and ensure continuity of supply. Then, you will also have to consider what your future requirements are. Have they changed? What could be improved compared to the previous contract? Think of possible future challenges and write your specification accordingly.

2. Buying together

Have you considered buying collaboratively with other churches in your area? Your buying power increases when you buy collaboratively, resulting in significant scope for savings when you purchase services or products. If you are interested in creating or joining a church buying group, contact us.

3. Framework Agreements

Another option to consider when procuring services or products is whether an existing framework agreement can be used to fulfil your requirement. Having already been evaluated by procurement professionals, these agreements will not only save you money and time but will mitigate risk as terms and commercials are largely predetermined.

4. Value for money

If you choose to go out to tender or request quotes from suppliers, carefully consider the balance between the price and quality when you receive your offers. The cheapest price might not necessarily be what your organisation needs. Compromising on quality in favour of price could cost more in the long term if goods need to be repaired or replaced sooner than intended.

5. Award of contract

Now that you’ve found the most suitable supplier for your needs and have awarded the contract, you need to make sure that proper contract management agreements are in place for its duration. Will you need regular customer service or technical support? Regular termly contract review meetings should also take place, considering KPIs (key performance indicators) to make sure your supplier continues to provide the levels of service that were agreed at the outset.

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