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.
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.