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How Schools Can Streamline Purchasing with Cooperatives

By Ledena Cayetano

What should a school do if it has 200 aging end-user devices that need to be replaced? How about a college or university that needs to upgrade their fleet, but does not have the time to write and advertise an RFP?

These aren’t hypotheticals; they’re real-life examples. With higher education institutions reopening and playing catch-up on procurement tasks, while impacted by pandemic-related budget cuts and staff cutbacks, many do not have the resources to go out to bid.

Fortunately, there is a solution, and Toshiba is helping colleges and universities alleviate that stress with cooperative agreements available to fill their needs. By using cooperative contracts, education buyers are realizing the same great value as competitive bidding without going through the costly and time-consuming process.


The use of cooperative contracts reduces the cost of goods and services by leveraging the buying power of higher education institutions and other agencies. Using a contract from a nationally recognized cooperative helps colleges and universities streamline the buying process by meeting all state and local competitive bidding requirements without having to put these items out to bid for themselves.

Instead of seeking quotes, bids, or proposals, education buyers can simply choose products and services from the cooperative’s contract portfolio, such as:

•  Office Technology

•  Educational Supplies

•  Classroom Technology

•  Education, Library & Lab Furniture

•  Sports Surfaces

•  Music Theater & Performing Arts

•  Seating Solutions for Auditoriums & Gymnasiums

These products have been pre-selected by the agency behind the cooperative through its own competitive procurement process. When education buyers make purchases using a cooperative contract, they can feel confident that they’re complying with all local, state, and national procurement laws.


It is no coincidence that the use of cooperatives has taken off in the last decade. One of the greatest benefits of cooperative purchasing is the tremendous time savings for higher education procurement. Compare the use of cooperative contracts with the traditional RFP process:

The traditional RFP process is a time-consuming and lengthy process that can take 4-24 months to complete. Rather than spending the time researching a category, writing the solicitation, evaluating the responses, and negotiating terms and conditions, schools can streamline the process into four simple steps by utilizing a cooperative agreement. The process can take mere weeks and requires fewer resources.

The need for efficient purchasing is a key reason why procurement through public bids and RFPs have taken a big hit during the pandemic. For example, the education sector saw a 31% drop in purchasing using traditional procurement process. Instead of enduring the lengthy process of publishing bids and RFPs, schools are turning to cooperative contracts, which allows them to make quick purchases for mission-critical products like office technology and personal protective equipment.


Toshiba’s partnership with nationally recognized cooperatives – such as OMNIA Partners and NASPO ValuePoint – makes Toshiba’s award-winning products, including hardware, software and services, available to schools and other agencies. Not only will colleges and universities receive competitive discounts by taking advantage of Toshiba’s contract portfolio, but they can streamline the purchasing process especially when it’s needed.

If you want to know more about how Toshiba’s cooperative contracts can help streamline your procurement process, contact your local Toshiba representative today.

Ledena Cayetano

Program Manager, Toshiba America Business Solutions


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