VOL 3 | SPRING 2025

In KU Procurement, we know that the procurement function is more than just a cost center—it’s a strategic value generator and a key competitive advantage for the university. By driving efficiency, fostering innovation and supporting the university’s mission, our team ensures that every dollar spent helps advance KU’s goals. 

We are proud to contribute to KU’s success by delivering high-quality service and fostering meaningful partnerships across campus. If you are interested in teaming with us after reading the stories below, please submit a new Procurement Request at the Finance Services Portal.

For over a decade, KU has partnered with Everspring to support key online academic programs, providing instructional design, online marketing and graduate course delivery. As KU expands its internal capabilities in professional, online and continuing education, many of these functions are transitioning to Jayhawk Global to enhance the university’s ability to innovate, adapt and deliver high-quality learning experiences in house.

This strategic shift follows a two-year negotiation process with Everspring, led by Chief Procurement Officer Heather Blanck in collaboration with several units. While the transition presents challenges, it is projected to generate more than $4M in cost savings for KU over the coming years, with approximately 20% reinvested to strengthen the in-house program. Throughout this transition, KU will continue working with Everspring to ensure continuity and support. This evolution underscores that Procurement is about more than just cost savings; it’s about fostering strategic partnerships that drive innovation, streamline processes and create long-term value.

Procurement Officer Ramia Whitecotton led an RFP for auditing and tax services, securing a 10% discount for the first year. Not stopping there, she negotiated a three-year rate lock and limited future increases to just 3%. The result? A total anticipated savings and cost avoidance of $54,155 over the term!

As part of ongoing renovations, David Booth Kansas Memorial Stadium is getting a major Wi-Fi upgrade to boost fan experience with fast, reliable internet throughout the stadium — perfect for mobile ticketing, live streaming and interactive fan engagement throughout the 42,000-seat venue. Technology procurement all-star Luke Raynor oversaw the RFP process for Wi-Fi access points, network switches and infrastructure, scoring a $150,000 price reduction and crossing the end zone under budget. Moreover, Luke included contractual penalties for supplier-related delays to ensure the project is completed before kickoff. Luke’s actions highlight how Procurement plays both offense and defense for KU! 

To enhance aesthetics and spectator comfort, the renovated stadium will also feature modern, design-complementary furniture, fixtures and equipment when it reopens later this year. Associate Chief Procurement Officer Ben Lizak led a competitive bid for premium seating, including chairs, bar stools, lounge furnishings and tables for indoor and outdoor spaces. With the clock ticking, Ben, Senior Procurement Analyst Rob Kottenbrock and the rest of the team ran a two-minute drill, quickly analyzing nine bids, facilitating a swift award decision and negotiating a $136,000 cost reduction plus $10,000 in additional incentives from the awarded supplier.

Procurement Officer Ramia Whitecotton led an RFP for an X-ray diffractometer, essential for analyzing crystalline phases. When the awarded supplier proposed a front-loaded payment split of 50% upon order, 30% upon shipment and 20% upon delivery, Ramia calculated a better formula, shifting to a 20/20/60 payment structure to keep the supplier motivated to meet an important delivery deadline. She also crystallized extra value, securing an additional day of training ($1,750 value) at no cost.

The Kansas Fire & Rescue Training Institute (KFRTI) is enhancing training with a new, custom Mobile Grain Engulfment Training Simulator Trailer, funded in part by a FEMA grant. Procurement Officer Carla Swoyer navigated the challenge of sourcing bids for such a specialized piece of equipment, successfully bringing three manufacturers into the RFP process. Her efforts cranked up the competitive pressure resulting in a $35,825 cost avoidance and showcasing KU Procurement's ability to recruit niche suppliers even for unique offerings while still maximizing grant funding.

KU Procurement leverages many educational purchasing consortiums, like the Educational & Institutional Cooperative Service (E&I), to secure better pricing and terms. KU has long benefited from E&I’s Staples agreement, recently renewed with even more competitive pricing. The new contract promises savings of 2-18%, a 24-month price hold in several categories, and over 12,000 curated items for higher ed available through KU’s Oracle FITC catalog. Plus, departments get next-day and desk-side delivery for faster, more convenient access to supplies. 

Beyond the great everyday pricing, Associate Director Ephrom Marks ensured the continuation of an additional 1.5% volume-based rebates for KU and Jayhawk Community Partners spend with Staples. Please contact Ephrom (emarks@ku.edu) or Julie Bellucci (jbellucci@ku.edu) for more info about the benefits of using the Staples catalog for your office supplies needs. 

KU will be transitioning to Oracle FITC Redwood Self Service Procurement on April 14. This new shopping interface combines Oracle upgrades and KU Procurement enhancements to improve the shopping experience. An overview of the new user interface is available in SharePoint.

Redwood Self Service Procurement Highlights:

Training is recommended for FITC shoppers and those confirming receipt of goods and services. Classes will be held daily from April 7–18 and weekly thereafter. Register for “FITC Redwood Shopper Training” and/or “FITC Redwood Approver Training” at mytalent.ku.edu. For deskside training, contact the P2P Help Desk at fin411@ku.edu.

After nearly 18 years of dedicated service to KU, Carla Swoyer will be retiring this summer and joining her husband in this new chapter of life. Over the years, Carla has truly been the “centerfielder” in Procurement, supporting a wide range of units, including HR, Finance, Legal and Admissions, and overseeing a diverse set of purchase categories, such as financial services, consulting, marketing, communications, recruiting and transportation. Carla’s extensive institutional knowledge has been invaluable, and her tireless efforts have helped faculty and staff navigate what can often be a complex and challenging purchasing process. Throughout it all, she’s delivered exceptional service with her trademark positive attitude. Whether you needed guidance or simply didn’t know where to turn, Carla was often the one to point you in the right direction, or to directly help.

In retirement, Carla looks forward to traveling, spending more time with her grandchildren and taking on new adventures. Carla has always expressed how honored she is to work at KU and how proud she is of our mission to advance higher education. Here at KU Procurement, we share that pride and have been equally honored to work alongside her. She will be deeply missed.

The Procurement department provides a comprehensive suite of procurement compliance resources to help departments make informed purchasing decisions, including guidance on compliance requirements, special approvals, recommended suppliers and procurement policies and procedures. With tools like the Procurement Request tiles and brief training modules (coming soon!), KU Procurement aims to streamline complex purchases and ensure purchases meet university compliance requirements. For more details, visit KU Procurement Compliance Resources.

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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