COBB COUNTY PROCUREMENT SERVICES
Aspiring to Excellence
Welcome to the Cobb County Procurement Services Annual Report for FY24! This year, we proudly embraced excellence as the driving force behind our achievements, pushing boundaries to deliver greater value to Cobb County.
We were honored to receive the Achievement of Excellence in Procurement Award from the National Procurement Institute. This prestigious recognition highlights our leadership in innovation, resource management, and operational quality. It reflects the continual hard work of our team and further strengthens our relationships with suppliers, government colleagues, and stakeholders.
In addition, we’ve advanced key initiatives such as our Supplier Diversity Program, introduced a new e-procurement system, and successfully implemented a P-card program—streamlining processes and maximizing efficiency, while securing the best value for the county.
We invite you to explore this year’s report to see firsthand how dedication to excellence, innovation, and teamwork come together to make a lasting impact. From industry-leading practices to continual improvements in serving our stakeholders, we remain dedicated to creating a thriving future for Cobb County.
OUR MISSION
To acquire quality goods and services through equitable competition and fiscally responsible means, ensuring added value while providing exceptional customer care.
OUR VISION
A world-class procurement department that creates value through strategic thinking, innovation, efficient processes, modern technology systems, and exceptional customer care.
Achievement of Excellence in Procurement
We’re now accredited!
We proudly achieved accreditation in FY24, earning the prestigious Achievement of Excellence in Procurement (AEP) Award from the National Procurement Institute, the largest accrediting body for procurement organizations in U.S. state and local government. This recognition is a testament to our department’s commitment to world-class procurement practices and operational excellence.
The AEP Award application involves a rigorous evaluation, serving as a benchmark for industry standards. It measures innovation, efficiency, strategic resource management, and leadership, setting the bar for what defines excellence in procurement. This accolade highlights our ability to not only meet but exceed these standards, enhancing our credibility with stakeholders, including suppliers, partners, and the community.
This accomplishment drives us to continuously improve, adapt, and lead in the procurement field. By achieving this milestone, we reaffirm our dedication to responsible stewardship, operational innovation, and Cobb County’s overarching mission to support the community with excellence.
45 ONLY Counties in the U.S. Received this Award!
Our Approach to Solicitations
At Cobb County, we implement a robust procurement policy tailored to various purchasing thresholds, ensuring our processes are efficient and competitive. Here’s an overview of our procurement methods:
Under $2,000
For expenditures below this amount, competition is not required. These transactions are efficiently managed using Purchasing Cards (P-Cards) or Departmental Purchase Orders (PDs). Refer to page 8 for details.
$2,000 up to $49,999
Expenditures that fall within this range require informal competition. We obtain verbal or written quotes from potential suppliers to secure competitive pricing, eliminating the need for a formal bidding process.
$50,000 and above
For high-dollar value expenditures, a competitive sealed bid or proposal is required. This ensures we achieve the best value while upholding fairness and transparency in our procurement activities.
Important Acronyms
ITB: Invitation to Bid
MA: Master Agreement
P-Card: Purchasing Card
PD: Departmental Purchase Order
PO: Purchase Order
RFP: Request for Proposals
RFQ: Request for Qualifications
Procurement Analytics:
A Fiscal Overview
* The Procurement Policy provides for non-competitive procurements to be carried out pursuant to appropriate justification and with subsequent management review and approval. Non-competitive procurements are typically designated as “sole source” or “emergency” expenditures.
Note: All amounts have been rounded.
Value
Competitive bid opportunities are in the form of informal and formal solicitations.
3,880 $69.1M 23% of spend $207.5M 69% of spend 1,973 525 116 Number of Transactions
$2.8M 1% of spend $14.0M 5% of spend $5.6M 2% of spend
Procurement Services Departmental Customer 14,220
and % of Spend
“The turnaround time from RQS to PO is absolutely unbelievable. I could not ask for a better group of people to work with!”
Accelerating Procurement with P-Cards
In FY23, we introduced the Purchasing Card (P-Card) program to replace Departmental Purchase Orders (PDs) for purchases under $2,000. This change has simplified the process, significantly reducing the reliance on PDs as P-Cards become the preferred payment method for low-cost transactions.
With P-Cards, purchases are faster and more efficient, cutting down paperwork and enabling teams to acquire the goods and services they need more quickly. This shift allows all stakeholders to focus on higher-priority tasks, boosting productivity across all departments.
Shaping the Future of Supplier Diversity
Since its launch in 2021, our Supplier Diversity Program has been a driving force in connecting with diverse businesses, fostering collaboration, and delivering innovative solutions. Central to the program’s success is our Supplier Diversity Action Plan, the guiding framework that has helped us expand outreach efforts, encouraged partnerships between prime contractors and subcontractors, and maximized the participation of certified suppliers in county initiatives.
Recognizing the importance of diversity, we have consistently included it as a key topic in every educational opportunity over the past year and will continue to do so in 2025. These efforts aim to equip suppliers with the necessary tools and understanding to collaborate effectively, while reinforcing our commitment to fostering an inclusive and diverse supplier network.
Supplier Diversity Management System
One of our strategic initiatives included the implementation of a Supplier Diversity Management System, which will enable us to identify and utilize certified diverse suppliers locally and nationally. This system is scheduled to roll out to user departments during FY25.
Cobb County Disparity Study
This year, we completed the Cobb County Disparity Study, a comprehensive analysis of potential disparities between the percentage of qualified minority, women-owned, and service-disabled veteran-owned small businesses available to provide goods or services to the county and the percentage of expenditure allocated to these firms.
From the study, we have identified actionable strategies to foster a more equitable business environment. The Board of Commissioners will evaluate which initiatives to prioritize for implementation.
Cobb County’s Top 20 Vendors by Spend
Top 20 Vendor Total FY24 Spend: $232,681,276.56
Expenditure
by Commodity/
Service Type Among Top 20 Vendors
The county categorizes all purchased goods and services using the National Institute of Governmental Purchasing (NIGP) commodity/service codes, a widely accepted industry standard. This classification system provides a standardized taxonomy, enabling us to efficiently track and analyze spending by category.
Delivering Value to Cobb County
Our department remains dedicated to uncovering savings, avoiding costs, and generating revenue, which contributes real economic value to the county. This dedication reflects our continuous efforts to optimize operations and improve efficiencies while also contributing revenue to the county.
How Do We Calculate Savings?
For Invitations to Bid (ITBs) and informal solicitations, we calculate savings by averaging the highest and lowest bids, then subtracting the lowest bid from this average to determine the value gained through competitive bidding. For Requests for Proposals (RFPs) and Requests for Qualifications (RFQs), savings are measured by the difference between a vendor’s initial proposal cost and the final negotiated amount.
The county utilizes reputable third-party vendors to auction surplus assets online, maximizing returns which are directly added to the county’s general fund. Cost
Avoidance
Through cooperative purchasing agreements, the county leverages collective buying power to secure better pricing and terms, earning volume-based rebates that grow with increased purchasing volume.
Cost Avoidance
By reallocating surplus assets to various departments, the county avoids substantial costs equivalent to the market price of these items if newly purchased. By utilizing the P-Card rather than PDs, the county avoids the cost of $85 per transaction.
Total Value Contribution
Cobb County’s Role in Cooperative Purchasing Agreements
We play a vital role in cooperative purchasing agreements, serving as either the lead agency or a participating public agency (PPA). As the lead agency, we represent other agencies across the county, state, or even the nation, leveraging collective buying power to negotiate better contract terms for goods and services for all participating agencies. This not only ensures all agencies benefit from competitive pricing, but also allows Cobb County to generate additional revenue through administrative fee checks, which are calculated based on purchasing volume.
When acting as a PPA, Cobb County benefits by saving time and resources while still gaining access to favorable terms and pricing. In this capacity, Cobb County generates revenue through rebate checks, also based on volume.
This collaborative approach enhances efficiency, value, and financial returns for all involved, making Cobb County’s role in these agreements both impactful and financially advantageous.
$15.9M
(total cost savings, revenue, & cost avoidance)
Return on Investment
737%*
For every $1 invested in Procurement Services, including salaries, fringe benefits, and operational dollars, $7.37 is returned in savings, cost avoidance and/or revenue.
*ROI Calculation: $15.9M Return - $1.9M Investment = 737% $1.9M Investment
Return = Total Value Contribution, and Investment includes all Procurement Services operational dollars: supplies, salaries, fringe benefits, etc.
Note: All amounts in the Savings section (pages 12-13) have been rounded.
Enhancing Efficiency with the Procurement Liaisons Group
Established in 2021 as part of our Procurement Modernization Initiative, the Procurement Liaisons Group (PLG) is a collaborative network of representatives from various county departments, each tasked with overseeing procurement efforts within their own area. By fostering crossdepartmental teamwork, the PLG was designed to enhance communication, streamline processes, and promote efficiency.
We held three critical PLG meetings in FY24, which served as a platform to discuss significant topics aimed at improving procedures and increasing knowledge, including:
These included:
P-Card basics
Open records requests
Annual report highlights
Supplier diversity initiatives
Introduction to the Procurement Academy
Procurement case studies
Updates on the new e-procurement system
Cobb County Disparity Study
Through these sessions, the PLG has significantly contributed to fostering a more cohesive and informed approach to procurement practices.
March Proclaimed National Procurement Month
In 2024, the Cobb County Board of Commissioners proclaimed March as National Procurement Month, recognizing the vital role of procurement professionals in shaping our community and beyond. On March 12, our team proudly attended the Board of Commissioners meeting to celebrate this honor.
National Procurement Month highlights the farreaching impact of procurement professionals, who manage supplier relationships, negotiate contracts, drive innovation, and much more. We are grateful for this recognition, which reinforces our commitment to excellence in creating a thriving future for Cobb County.
E-Procurement Rollout in 2025
We are excited to announce the upcoming launch of our e-Procurement system in 2025, a crucial step in our Procurement Modernization Initiative (PMI). This innovative platform will centralize and automate interactions between Cobb County employees that manage procurement for their respective departments (our clients), our Procurement Services team and suppliers, streamlining processes and enhancing overall efficiency. By simplifying workflows and transitioning to a paperless model, the system sets the stage for reduced costs, improved resource management, and a more seamless experience for all users.
More details to come as we roll out this transformative solution in 2025!
Cobb 101
Known as The Citizens Government Academy, Cobb 101 is an opportunity for us to educate Cobb’s citizens and demystify the procurement process. From the procedures that ensure the integrity of contract negotiations to the wide variety of purchases we make, our director explains the value of having a dedicated department that is adamantly working to improve the quality of life for our local community.
“The [Procurement Services Department] went above and beyond in assisting me.
Procurement Services Departmental Customer
Meet Our Team
Roger Ball CPPO, CPPB, NIGP-CPP Director of Procurement Services
Stephanie Brice CPPO, CPPB, NIGP-CPP Deputy Director of Procurement Services
John Clark Business Manager
Qiana Johnson P-Card Administrator
Lisa Brazenas Administrative Coordinator
Brenda Barnes Insurance Services Coordinator
Sabrina Phillips Contract Management Coordinator
Briana Tyars Procurement Specialist
Brodie Jones Procurement Specialist
Darrell McCook Procurement Coordinator
Pamela Williford Sr. Procurement Specialist
Cameron Eveler Sr. Procurement Specialist
Celebrating Our Team
Our team thrives through collaboration, shared experiences, and a commitment to excellence. Whether building bonds through engaging activities or celebrating achievements together, we balance professionalism with camaraderie. This year, we’ve grown stronger as a team, proving that success is best achieved when we work and grow side by side.
Commemorating 20 Years in Procurement
Stephanie Brice has spent her entire 20-year career in Procurement Services, progressing from administrative assistant to deputy director in 2021. Recognized as a leader in her field, she holds multiple certifications and serves as vice president of the Governmental Procurement Association of Georgia. Congratulations and thank you, Stephanie, for two decades of outstanding service!
“Stephanie is our ‘go to’ for purchasing guidelines. She is knowledgeable, helpful, and responsive. Wouldn’t want to try to do my job without her!”
Procurement Services Departmental Customer
Honoring 25 Years of Service
Pam Williford, a senior procurement specialist, has dedicated 25 incredible years to Cobb County, with the past 12 spent in Procurement Services. Her expertise, kindness, and efficiency have left a lasting impact on those that work with her. Thank you, Pam, for a remarkable quarter-century of service!
“Pam has always been helpful, knowledgeable, and understanding... She is a pleasure to work with and makes the process so much easier!”
Procurement Services Departmental Customer
