Tag: Procurement

Ethics, Leadership, Procurement, Transformation

Beyond Compliance: Embedding Ethics and Integrity in Day-to-Day Procurement Decisions

By Lourdes Coss, MPA, NIGP-CPP, CPPO

In public procurement, ethics is often viewed as a box to check—a training module to complete or a policy to acknowledge. But true integrity isn’t compliance-driven. It’s culture-driven.

The most effective procurement organizations go beyond the rules to cultivate an environment where doing the right thing is expected, encouraged, and embedded in everyday decisions.

In an era of increased public scrutiny, evolving regulations, and high-stakes contracts, procurement professionals must lead with values—not just procedures.

Why Ethics Must Go Beyond Policy

Yes, the rules matter. Procurement codes, conflict-of-interest policies, and competitive thresholds all serve as critical guardrails.

But what happens when the rules are silent? Or when you’re pressured to take a shortcut to meet a deadline? Or when an influential stakeholder pushes for a preferred outcome?

That’s when culture steps in.

Ethical culture is what guides decisions when no one’s watching. It creates the confidence that public dollars are being spent wisely and fairly—and it builds trust in your organization.

Common Ethical Dilemmas in Procurement

  • “Can I meet with this vendor before the RFP is posted?”
  • “What if a colleague is related to a bidder?”
  • “Should I push this through to avoid upsetting leadership?”
  • “Do I disclose that I worked with this vendor before joining the agency?”

Ethical dilemmas often arise in the gray areas—where rules are vague or pressures are high. The answer isn’t always in a manual. It’s in the mindset.

Embedding Ethics in Daily Procurement Practice

1. Create Psychological Safety

Encourage staff to raise ethical concerns without fear of retaliation. Normalize the idea that asking questions is responsible—not disruptive.

Leaders set the tone. If you’re defensive or dismissive, your team will stay silent.

2. Model Ethical Decision-Making

Explain the “why” behind your decisions, especially when they involve turning down a request, rejecting a bid, or elevating a concern.

Transparency teaches. Every moment is a leadership moment.

3. Use Real-Life Scenarios in Training

Move beyond theoretical case studies. Bring in examples your team has actually faced (with names removed) to foster practical discussion and critical thinking.

Scenario-based learning strengthens judgment.

4. Celebrate Integrity, Not Just Outcomes

Recognize team members who made difficult—but right—choices, even if they slowed the process or required a tough conversation.

What gets praised, gets repeated.

Final Word

Compliance is the floor. Culture is the ceiling.

As public procurement professionals, we must champion ethical leadership—not just through policies, but through everyday actions. Because the most trusted procurement teams aren’t just the most efficient. They’re the most principled.

Integrity is not a checkbox—it’s a way of working, thinking, and serving. Let’s lead with it.

Leadership, Procurement, Transformation

Setting the Tone: How Procurement Leaders Can Align Their Teams for a Purpose-Driven Year

By a Public Procurement and Leadership Expert

A new year offers more than a fresh calendar—it offers a fresh opportunity. For procurement leaders, it’s the ideal time to recalibrate priorities, inspire your team, and define a shared purpose that will carry your department through the months ahead.

But setting the tone for a strong year isn’t just about communicating goals. It’s about creating alignment—between people and mission, between process and purpose, and between intention and action.

Let’s explore how procurement leaders can move from setting resolutions to building momentum.

Why January Matters

January is more than just a mental reset. It often aligns with critical activities in public procurement, such as:

  • Strategic planning
  • Mid-year budget reviews
  • Process updates or policy revisions
  • New leadership or staffing transitions

When leaders proactively engage their teams early in the year, they create clarity and cohesion—two essential ingredients for performance and morale.

Key Ways to Set the Tone as a Procurement Leader

1. Start with Vision

Vision is the “why” behind the work. Remind your team of procurement’s role in advancing the agency’s mission—whether it’s public safety, health, education, infrastructure, or equity.

Ask: What kind of procurement team do we want to be this year?

2. Define Strategic Priorities

Focus your energy and resources. Don’t try to do everything—identify 2–3 strategic goals that will drive the most impact.

Examples might include:

  • Reducing procurement cycle times
  • Increasing spend with diverse or local vendors
  • Enhancing stakeholder satisfaction
  • Modernizing contract management tools

Align team goals with measurable KPIs that reinforce progress.

3. Invite Ownership and Voice

Don’t just dictate the plan—co-create it. Ask your team:

  • What improvements would make the biggest difference in how we serve?
  • Where do you feel underutilized?
  • What skills do you want to build this year?

This builds buy-in and ensures the team sees themselves as part of the solution.

4. Commit to Professional Development

Great teams are built, not hired. Identify opportunities to invest in learning, mentoring, and cross-training.

Tip: Develop a quarterly training plan that includes leadership, communication, technical procurement skills, and peer learning.

5. Celebrate Purpose, Not Just Productivity

Keep the team connected to why their work matters. Share stories of impact—how their efforts helped a school open, a shelter operate, or a community thrive.

Procurement isn’t just a process—it’s a public service.

Final Word

Leadership is not about having all the answers. It’s about helping your team see where you’re going and why it matters. The best procurement leaders don’t just set goals—they set a tone that inspires action, accountability, and pride in public service.

As you lead your team into the new year, remember: alignment precedes achievement. Let this be the year you lead with purpose—and help your team thrive with clarity.

Leadership, Procurement, Transformation

Year-End Reflection: What Worked, What Didn’t, and Where Public Procurement Goes From Here

By Lourdes Coss, MPA, NIGP-CPP, CPPO

As the year draws to a close, public procurement professionals have a valuable opportunity—one that goes beyond closing purchase orders and finalizing reports.

This is the time to reflect, recalibrate, and reimagine.

Too often, we’re so busy doing the work that we forget to step back and evaluate it. Yet reflection is a hallmark of continuous improvement and strategic leadership. December is not just a month of closure—it’s a launchpad for transformation.

The Value of Reflection in Public Procurement

Reflection is not about assigning blame or reliving missteps. It’s about asking the right questions to help us learn, grow, and lead with greater clarity:

  • What worked well in our processes and partnerships?
  • Where did we experience friction, delays, or confusion?
  • What feedback did we receive—from staff, suppliers, and stakeholders?
  • What goals did we meet, and which ones remain unrealized?

These questions reveal the story behind the data. They turn experience into insight.

Three Areas to Reflect On

Here are key areas every procurement team should assess before setting priorities for the new year:

1. People and Capacity

  • Did we have the right roles and skills in place?
  • Where were staff overextended or underutilized?
  • What development, coaching, or cross-training helped us most?

Tip: Use this insight to plan your upcoming training calendar and consider restructuring for greater agility.

2. Processes and Technology

  • Which processes improved outcomes or caused bottlenecks?
  • Did automation and systems save time—or create new complexities?
  • What changes should we make to our templates, checklists, or workflows?

Tip: Involve frontline staff in identifying which tweaks will yield the biggest impact.

3. Partnerships and Performance

  • Which internal departments did we collaborate with well?
  • How did we manage supplier relationships and resolve disputes?
  • Were our KPIs aligned with what really matters?

Tip: Consider hosting a brief “year-in-review” session with end users and major vendors to gain feedback.

Planning with Purpose

Based on your reflections, set intentional goals for the coming year—not just task-based ones, but strategic priorities that elevate procurement’s impact across the organization.

For example:

  • Strengthen stakeholder engagement early in the process
  • Expand supplier diversity and local sourcing
  • Improve data analytics and reporting
  • Build internal resilience through training and succession planning

Final Word

December isn’t just about tying up loose ends. It’s a moment to celebrate wins, acknowledge growth, and prepare for what’s next—with purpose and confidence.

Because procurement isn’t just about what we did this year—it’s about what we’re becoming next year.

Let’s finish strong. And start even stronger.

Communication, Ethics, Leadership, Procurement, Transformation

Procurement and Public Trust: Transparency, Communication, and Community Impact

By Lourdes Coss, MPA, NIGP-CPP, CPPO

Public procurement is more than a system of rules, contracts, and transactions. It is a mechanism through which government agencies serve their communities, uphold public values, and build trust.

And trust—once lost—is difficult to regain.

As stewards of public resources, procurement professionals must understand that every action, every document, and every decision contributes to a bigger story: how the public perceives the integrity and value of government.

Why Trust Matters

Public procurement decisions affect schools, infrastructure, public health, housing, and more. Citizens want to know that:

  • Public dollars are being used wisely.
  • The process is fair and open.
  • Local needs are being prioritized.
  • Agencies are acting in the public’s best interest.

When procurement lacks transparency or communicates poorly, even legally compliant decisions can appear suspicious. Perception becomes reality.

Procurement’s Role in Shaping Public Confidence

Here are three powerful ways procurement contributes to—or erodes—public trust:

1. Transparency in Process and Purpose

Openness isn’t just about posting bid notices. It’s about making processes understandable, timelines clear, and decisions traceable.

Best practices:

  • Use plain language in public communications.
  • Explain evaluation criteria and how decisions are made.
  • Make contract award data easily accessible.

2. Effective Communication

Technical correctness is not enough. Procurement must communicate with elected officials, internal stakeholders, vendors, and the public in a way that builds clarity and confidence.

Best practices:

  • Prepare talking points for controversial decisions.
  • Create briefing memos that explain procurement strategy in non-technical terms.
  • Respond to public inquiries respectfully and thoroughly.

3. Community Impact

Procurement can be a powerful tool for social and economic impact—supporting local businesses, advancing equity, and ensuring the public gets lasting value.

Best practices:

  • Track and publish spending with local, minority-owned, or small businesses.
  • Engage communities early in projects that affect them.
  • Align procurement strategies with community development goals.

Trust Is Built Through Everyday Actions

It’s not just about big scandals or high-profile awards. Trust is built—or broken—through the small things: timely responses, clear documentation, respectful treatment of vendors, and consistency in how policies are applied.

The professionalism of your team reflects on the whole agency.

Final Reflection

In this season of gratitude and reflection, let’s remember that trust is procurement’s most valuable currency. It can’t be legislated or fast-tracked. It’s earned—day by day, contract by contract, conversation by conversation.

As public procurement professionals, we’re not just buying goods and services. We’re helping shape how our communities view government itself.

Let’s lead with transparency. Let’s communicate with integrity. And let’s never lose sight of the people we serve.

Leadership, Procurement, Transformation

Beyond Checklists: How to Elevate Your Procurement Evaluations

By Lourdes Coss, MPA, NIGP-CPP, CPPO

Procurement evaluations are at the heart of public sector decision-making. Whether you’re selecting a vendor for a major infrastructure project or acquiring a new technology platform, the evaluation process determines how public funds are spent—and whether your organization gets the value it deserves.

But too often, evaluations are treated like checklist exercises. Evaluators skim through proposals, tally up points, and move on.

This approach may meet the minimum standard, but it misses the mark on strategy, innovation, and accountability.

To deliver better outcomes, procurement professionals must evolve their evaluation practices from transactional scoring to thoughtful, criteria-driven decision-making.

The Problem with “Check-the-Box” Evaluations

When evaluations rely solely on rigid templates and numeric scores, several problems can arise:

  • Subjectivity gets masked by false objectivity. Numeric scoring gives the illusion of fairness but doesn’t eliminate bias unless criteria are clear, measurable, and well understood.
  • Proposals are judged on form, not substance. Vendors that know how to “write to the rubric” often outscore more capable providers who are less experienced in public proposals.
  • The best value is overlooked. A supplier offering innovative, long-term solutions may lose to one offering the lowest cost in the short term.

Elevating the Evaluation Process: Key Strategies

To improve the quality and credibility of your evaluations, consider the following practices:

1. Define Clear, Outcome-Focused Criteria

Move beyond generic criteria like “experience” or “understanding of scope.” Instead, ask:

What specific qualifications will ensure project success? What evidence of understanding are we looking for?

Good evaluation criteria are:

  • Specific and measurable
  • Aligned with project goals
  • Weighted to reflect what matters most

2. Train Your Evaluators

Even experienced staff need guidance. Conduct evaluator briefings that cover:

  • The purpose of each criterion
  • Common biases to avoid
  • How to document justification for scores

Training creates consistency and defensibility.

3. Use Consensus Scoring

Instead of averaging individual scores, facilitate a consensus session where evaluators discuss differences and agree on a final score. This method:

  • Improves understanding of proposals
  • Surfaces concerns that may otherwise be missed
  • Encourages deeper engagement with the evaluation process

4. Incorporate Performance History and References

Use past performance as a data point—not just letters of recommendation. Create structured reference questions and evaluate consistency in vendor delivery.

5. Balance Cost and Quality

When using best value or tradeoff methods, ensure cost is not overweighted unless it’s justified. A slightly higher cost may yield better long-term results through reduced risk or greater innovation.

Procurement as a Strategic Partner

Procurement professionals should be facilitators of value-based decisions, not just scorekeepers. By designing better evaluation tools and processes, we help our organizations select suppliers who are not only compliant—but capable, creative, and aligned with our mission.

Final Thought

An RFP may be well-written, but the value lies in how it’s evaluated. If we want to elevate public procurement, we must treat evaluations as the strategic, thoughtful, and high-impact process they truly are.

It’s time to go beyond the checklist—and toward better decisions for the communities we serve.