ENERGY STAR^® Bulk Purchasing for HUD

5-Step Checklist

Step 1: Assess the situation

• Understand current procedures for conducting product replacement, including buying and shipping of new products and proper disposal of old products.
• Determine whether a bulk purchase program is appropriate for your housing agency.
• Learn about incentives and financing options for energy-efficiency improvements.
• Obtain any necessary approval to proceed with a bulk purchase arrangement.

Step 2: Identify the product for purchase

• Determine the type and quantity of products needed.
• Understand ENERGY STAR specifications.
• Use ENERGY STAR’s savings calculators to determine cost-effectiveness of products.
• Authorities interested in refrigerator upgrades can go directly to the cost calculator here (excel file).

Step 3: Contact the vendor

• Go to www.bulkpurchase.net and register as a purchaser to prepare and submit a purchase request.
• Make your request – using the tool’s easy-to-use instructions. Suppliers are notified by e-mail whenever purchasers submit requests for bids on the ENERGY STAR products the offer.
• When suppliers respond to your request, you will be notified via e-mail and prompted to check responses through the web site.
• Decide whether to follow up with each of the suppliers to negotiate a contract. Keep in mind that housing agencies must follow established procurement guidelines when making purchases (reference 24 CFR 85.36).

Step 4: Finalize the deal

• Reconfirm price points and agreement.
• Notify selected vendor of acceptance; notify non-winning bidders of decision.
• Make financial arrangements; follow HUD procurement guidelines.

Step 5: Evaluate the results

• Compare energy bills prior to using qualified products and after to assess energy and monetary savings.
• Determine whether to continue the process.
• Assess whether bulk purchase arrangement is working.
• Select new vendors or maintain current relationship.
• Review process with staff to discuss lessons learned and successes.
• Market the results.