FALL 2026

When the Kansas Higher Ed Scientific Supplies Consortium agreement came up for renewal, Senior Procurement Officer Ramia Whitecotton focused on maximizing long-term value. The consortium combines the purchasing power of KU, KUMC, Kansas State University and Wichita State University to secure more favorable pricing and terms for scientific supplies, consumables and laboratory equipment.

Fisher Scientific, the supplier who eventually won the re-award, initially offered participating institutions a signing bonus as part of their proposal. Rather than accepting a one-time incentive, Ramia redirected that value into deeper discounts on the institutions' most frequently purchased products. The result was enhanced pricing on 120 high-volume items across participating universities, creating lasting value throughout the life of the agreement. Ramia also negotiated several additional improvements, including increased volume incentives, enhanced benefits for future campus expansion projects and annual administrative support funding to help offset the costs of managing the program.

Perhaps most importantly, the agreement provides greater flexibility while maintaining the benefits of a strategic supplier relationship. The universities retain the ability to use alternative suppliers when necessary to support research continuity, specialized requirements, product availability or significant price differences.

By focusing on long-term value instead of short-term gains, Ramia secured an agreement that delivers stronger pricing, improved incentives, greater operational flexibility and long-term benefits for KU and its consortium partners.

To strengthen KU’s cybersecurity capabilities, Procurement partnered with IT to conduct a competitive solicitation for a Security Information and Event Management (SIEM) platform. The goal was to select an advanced platform within budget to gain a centralized view of security events, improve cyber threat detection and enable faster response to potential incidents.

The RFP overseen by Senior Procurement Officer Luke Raynor attracted a dozen proposals, with four bidders advancing to the finalist stage and three participating in extensive proof-of-concept demonstrations. Following a thorough evaluation, KU selected a state-of-the-art OEM solution delivered through a local cybersecurity solutions integrator, which leverages KU’s existing ecosystem while delivering the advanced monitoring and analytics capabilities needed to support a modern security program.

Luke also negotiated milestone-based professional services payments and implementation terms that better aligned costs with project progress. While the project did not yield direct savings, the sourcing effort generated an estimated $261,000 in cost avoidance compared to the average cost of the other finalists’ solutions.

The new platform will help KU detect and respond to cybersecurity threats more quickly, providing stronger protection for the university community while delivering long-term value through strategic sourcing and collaboration.

When a key academic scheduling and event management software provider proposed substantial price increases and contract changes that would have increased costs and reduced protections for the university, Senior Procurement Officer Esmeralda Phillips led a collaborative, eight-month negotiation effort on behalf of both KU and KUMC.

Working closely with stakeholders across the institution, Esmeralda helped secure significant savings by reducing KU's proposed increase from 17% to 6% and KUMC's proposed increase from 25% to 11.3%. She also negotiated a 35% reduction in annual costs for the Salina and Wichita campuses. Beyond the financial savings, the final agreement aligns renewal dates across campuses, simplifying contract administration and budget planning while preserving important support commitments and contractual protections that reduce institutional risk.

Through a unified One KU approach, Esmeralda turned a potentially costly renewal into an agreement that provides long-term value, greater financial predictability and stronger protection for the University.

Did you know Procurement's role doesn't end when a contract is signed?

When suppliers fail to meet expectations, Procurement can help departments address concerns, improve communication and work toward a resolution. Our goal is to repair and strengthen supplier relationships while documenting issues and protecting the university's interests.

Procurement can assist by:

The earlier Procurement becomes involved, the more options we have to help resolve issues and achieve a positive outcome. If you're experiencing challenges with a supplier, don't hesitate to reach out.

Did you know KU is obligated to purchase eligible products and services through the State of Kansas Use Program? Established under Kansas law, the program supports businesses that employ Kansans who are blind, visually impaired or have other disabilities.

Using State Use vendors helps KU meet its procurement responsibilities while supporting meaningful employment opportunities across the state. Before making a purchase, departments should review the State Use catalog to determine whether an eligible supplier can meet their needs.

Using Amazon punchout? A few extra seconds during checkout can help ensure orders are routed correctly and delivered without delay.

Quick reminders:

Procurement's Elissa Carpenter recently noted that some confusion remains about when to process a change order versus issuing a new purchase order. Choosing the right approach helps maintain a clean audit trail, accurate purchasing records and smoother invoice processing.

As a general rule:

The easy way to remember it: If you're adding pepperoni to the pizza you already ordered, that's a change order. If you're ordering tacos instead, that's a new P.O.

For additional guidance and examples, visit P.O. Change Orders vs. New P.Os.

This is just a glimpse of how Procurement can be your strategic partner in driving value for your department and the university. Visit the Finance Service Portal today, and let us know how we can help.

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