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Streamlining Procurement: How to Utilize PEPPM to Save on the Bid Process

Learn how PEPPM saves you time, costs and assures compliance with procurement.
Mar 25, 2024

Procurement processes can be cumbersome and time-consuming, especially in the public sector where compliance and transparency are paramount. However, there are tools and resources available to streamline this process and save valuable time and resources. One such tool is the PEPPM (Pennsylvania Education Purchasing Program for Microcomputers) cooperative purchasing program. 


What is PEPPM?

PEPPM is a nationally recognized cooperative purchasing program established in 1982 by the Central Susquehanna Intermediate Unit (CSIU) in Pennsylvania. It was initially created to assist schools and educational institutions in purchasing microcomputer technology efficiently and economically. Over the years, PEPPM has expanded its offerings to include a wide range of products and services beyond just microcomputers, encompassing technology, furniture, security systems, and more.


How Does PEPPM Work?

PEPPM operates as a competitive bidding process conducted by the CSIU on behalf of participating agencies, including schools, government entities, and nonprofit organizations. Vendors interested in selling products or services through PEPPM submit bids in response to requests for proposals (RFPs) issued by CSIU. These bids undergo a rigorous evaluation process to ensure compliance with procurement regulations and to determine the best value for participating agencies.


Benefits of Using PEPPM:


Time Savings: By leveraging PEPPM, agencies can bypass the lengthy and resource-intensive process of conducting their own competitive bidding. Instead, they can access pre-negotiated contracts with reputable vendors, significantly reducing the time required for procurement.


Cost Savings: PEPPM leverages the collective purchasing power of participating agencies to secure competitive pricing from vendors. This volume-based pricing often translates into lower costs compared to individual agency procurements.


Compliance Assurance: PEPPM contracts are awarded through a transparent and competitive bidding process, ensuring compliance with procurement regulations and ethical standards. This provides participating agencies with confidence in the integrity of the procurement process.


Vendor Diversity: PEPPM contracts feature a wide selection of qualified vendors, offering agencies greater flexibility and choice in selecting products and services that best meet their needs. This encourages vendor diversity and fosters competition, ultimately driving innovation and quality.


Steps to Utilize PEPPM:


  1. Registration: Agencies interested in utilizing PEPPM must first register with the program through the CSIU website or by contacting the PEPPM office directly.



  2. Browse Contracts: Once registered, agencies can access the list of available contracts on the PEPPM website. Contracts are categorized by product type, making it easy to find relevant offerings.



  3. Obtain Quotes: Agencies can request quotes from vendors listed under the desired contract. Vendors are obligated to provide pricing in accordance with the terms of the contract, ensuring consistency and fairness.



  4. Select Vendor: After reviewing quotes and evaluating vendor offerings, agencies can select the vendor that best meets their requirements.



  5. Execute Purchase: Once a vendor is selected, agencies can initiate the purchase process by issuing a purchase order or contract directly to the chosen vendor.



  6. Track Performance: PEPPM provides ongoing support and oversight to ensure vendor compliance and performance throughout the duration of the contract.


DES is contracted on PEPPM with many of your preferred manufacturers including Genetec for access control and surveillance; Fortinet for cybersecurity; Juniper for networking management; Alcatel Lucent for networking and voice; Hanwha Vision for security cameras, Promethean for smart boards and many more. See our full list of vendors at https://www.descomm.com/peppm


Our in-house procurement advisors can help you navigate the PEPPM program.

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