The Purchasing Process

Each product area has a committee composed of volunteer school personnel which initiates the purchasing process.  The types of goods and/or services being considered for purchase are outlined in the specifications developed by the committee.

Even though many items for which the EPC secures prices do not require formal bidding, we still prepare complete specifications and provide estimated quantities for most commodities.

Specifications are distributed to as many vendors as possible.  When required, a notice to bid is published in the legal notices of a newspaper of general circulation in Montgomery County.

Each committee tabulates and analyzes the quotes for their product and makes recommendations for vendor awards.  The EPC member districts vote on the awards at the general EPC meetings held 7 times per year.

Vendor Frequently Asked Questions:

When is my product scheduled?

Click here for the Purchasing Calendar which shows when each product is scheduled for review.  For more information on your Product area, refer to the specific product page.  Specifications are automatically mailed to vendors who have quoted EPC products.  If you have worked with us before and do not receive specifications, please contact us at ep_finance1@mdeca.org.

How do you become an EPC vendor?

Vendors who have not worked with us before should contact the EPC to register.  There is no EPC registration fee, however, some products may require a bid bond.

If you represent a company that would like to submit bids to become a Southwestern Ohio Educational Purchasing Council supplier, click here to register.

What about Brand Name products?

A brand name may be used in specifications to establish a standard of quality, not necessarily a preference for that item.  Vendors with products that meet or exceed the specified requirements are encouraged to quote.  At times, a brand name and model number may be specified to assure compatibility with existing equipment, and only that item will be accepted.

Do all Districts Participate?

Member districts choose whether or not to participate in any commodity area, usually before bids are sought.

What advantages does the EPC provide?

1. Savings on marketing costs.

2. The efficiency of working with one large customer base.

3. Large volume of business with one quote.

4. A reliable customer base.

5. EPC assistance expanding the customer base.

>> Back to top

What about new products that aren’t on the list?

Contact us at ep_director@mdeca.org and let us know what you’re selling and how it benefits schools.

How does the EPC promote vendors to districts?

1. Product quotes are presented at general EPC meetings along with business specific information.

2. Occasionally vendors are invited to provide a brief presentation of their product at an EPC meeting.

3. The annual EPC Vendor Fair puts vendors and school personnel together to discuss products.  Click here for a link to Vendor Fair info.

4. The EPC Link, issued 3 times a year, is sent to all member districts with information about products, vendors and includes a Vendor Spotlight.

EPC Vendor Fair
 
 Each September the EPC hosts a day long Vendor Fair giving vendors and school personnel a chance to meet and review new products. Seminars are held throughout the day in all areas.
 
 Next Vendor Fair: September 30, 2009 at Hara Arena
 
 Link to Vendor Fair page