Using cooperative contracts: How to skip the RFP and simplify savings
A cooperative contract is an agreement that a lead agency has awarded after going through a competitive bid process, then made available for other agencies to use. Because the solicitation is already done, procurement leaders can purchase through that organization’s contract directly while remaining compliant, without the time and expense of running their own RFP. Here is how that works, and why it can be especially valuable to simplify branded merchandise procurement.
When “savings” gets expensive
Ask anyone in procurement and they will tell you the paperwork often costs more than the purchase. The National Cooperative Procurement Partners association puts the average complex RFP at roughly $17,419 and about 139 staff hours. For a category like branded merchandise, where order value can vary, that math rarely works. You spend weeks of staff time soliciting proposals and navigating legal review, spending time and complexity on what should be a simple process.
Cooperative contracts help to fix that mismatch.
How a cooperative contract works
Understanding how cooperative contracts work begins with the group that does the work up front: the lead agency. A lead agency is a public entity, often a large university, state, county, or school system, that agrees to run the competitive solicitation that also can be used by other organizations. Working with a cooperative group, it writes and posts the bid, evaluates the responses, and awards the contract under its own public-procurement rules. The essential detail is a single clause in their solicitation (usually called cooperative or “piggyback” language) stating that the resulting contract may be used by other similar public agencies across the country.
That clause is what turns a single award into a shared one. And because the lead agency already ran a full, competitive RFP solicitation and said up front that others could use the result, this allows for another agency to then buy based on that same contract without repeating an RFP process of their own.
What makes this so valuable to procurement leaders and purchasing departments is that the required due diligence is documented, the pricing is established, and their team protects its bandwidth without sacrificing savings. In practice, instead of putting the purchase out for RFP, the buyer can simply reference the contract number to simplify and speed fulfillment.
Does an organization have to be a member first?
This is where concepts often get tangled, so it helps to separate cooperative group participation into two separate roles.
The primary role, the lead agency, is not a “member” of the co-op in the traditional sense but serves more as a collaborative partner. The lead agency partners with the cooperative group to run its solicitation, and agrees to serve as the principal contract holder once the contract is awarded. It does not have to already belong to the co-op group to do that. The relationship is established as part of running the bid.
An organization benefits from this, and can take part in a role referred to as a “participating agency”. To use and participate in an awarded cooperative contract, you typically register with the cooperative (which is typically free and carries no obligation to buy anything). Once you are enrolled, you reference the contract number, place your order, and enjoy a simple, faster path to purchase with compliance.
That is the entire on-ramp.
Of course, some states and entities have specific rules about which cooperatives they recognize, but for many public agencies, once you find the right fit, it’s a quick and easy process – and usually preferred to running your own RFP.
Proudly partnering with leading cooperatives
Consolidus is the only promotional-products distributor to hold contracts with all three significant cooperatives purchasing groups in its space – E&I Cooperative Services, GovMVMT, and OMNIA Partners.
That means whichever cooperative your university, public agency, non-profit or healthcare organization already trusts, you can buy quality branded merchandise through it at pre-negotiated pricing, with one accountable partner helping you through product sourcing, design, approvals, and fulfillment through dedicated portals.
The good news is that you do not have to choose one and commit forever. Most agencies keep more than one available and select whichever best fits the purchase in front of them.
Each has its own strengths.
E&I Cooperative Services is one of the country’s leading purchasing cooperatives for higher education and K-12. If you work on a campus, E&I contracts are written for your world, from academic calendars to brand standards. Consolidus serves E&I members under contract #CR001393. Learn more.
GovMVMT is a non-profit national cooperative purchasing program built specifically for branded merchandise. It runs on a compliant lead-agency model and serves universities, counties, K-12 and public schools, public utilities, and nonprofits, with a tiered rebate schedule that returns value to members. The contract number is 23-05. Shop now.
OMNIA Partners is the nation’s largest and most experienced purchasing organization for the public and private sectors. It aggregates the buying power of thousands of agencies, which is how it lands strong pricing. Consolidus is the exclusive OMNIA Partners solution for branded merchandise, under contract #2024004236. Shop now.
Working with cooperative agreements
Cooperative contracts are not a loophole. They are a legitimate, widely used tool that lets public agencies, universities, non-profits and healthcare organizations buy smarter. For a high-volume category like promotional products and branded merchandise, it can be especially beneficial.
FAQ
What is a cooperative purchasing contract?
It is a contract that a lead public agency competitively solicited and awarded, then made available for other agencies to use. Buying through it satisfies competitive-procurement requirements without a separate RFP.
Is buying off a cooperative contract compliant?
For most public agencies, yes, because the competitive solicitation was already performed. Confirm your own entity’s procurement policy, since piggybacking rules vary by state and organization.
Which cooperatives does Consolidus hold contracts with?
OMNIA Partners (#2024004236), E&I Cooperative Services (#CR001393), and GovMVMT (#23-05). Consolidus is the only promotional-products distributor holding all three.
Do I still need to get quotes if I use a cooperative?
Usually not for the competitive requirement, but your internal approval and budget steps still apply. Your account team can provide documented pricing for your file.
Sources: National Cooperative Procurement Partners (NCPP) RFP Tracking Project; OMNIA Partners; E&I Cooperative Services; GovMVMT.
About Consolidus
Consolidus is redefining the way leading universities, schools, non-profits, government offices, and healthcare organizations purchase promotional products and custom-branded merchandise. If you can put a logo on it, they can help you get it on time, in bulk, and at a significant savings. From the basics like pens and tee shirts, to unique promo giveaways, gifts and gear, each customer is supported by a dedicated US-based account management team to help simplify the order process and efficiently manage high-volume demands. For procurement and brand licensing professionals, Consolidus technology is an absolute game-changer. Visit consolidus.com to get started.
