Cooperative Purchasing Contracts: Understanding Co-op Purchasing Options in Education

As educational institutions face increasing financial pressure and staffing challenges, procurement teams are asked to deliver more, and often with fewer resources. At the same time, ensuring compliance, reducing cycle times, and maximizing supplier performance remain top priorities.

Cooperative purchasing contracts have become essential in balancing these goals. According to the National Cooperative Procurement Partners (NCPP), co-op purchasing options made up between 11% and 19% of overall contract spend across public procurement over the past decade. More than 85% of all government entities use cooperative purchasing contracts to some degree.

Cooperative purchasing contracts save time and money. Adoption often yields savings of 10–15% while reducing the time spent on the procurement cycle by up to 50%.

But not all cooperative contracts are the same. Understanding the range of co-op purchasing options available and how to evaluate them can make all the difference.

What Are Cooperative Purchasing Contracts?

Cooperative purchasing contracts are competitively solicited agreements offered through purchasing cooperatives. Instead of each institution issuing its own RFP, a cooperative conducts a solicitation on behalf of its members, aggregating demand to secure better terms.

For educational institutions, these contracts:

• Ensure competitive bidding compliance
• Provide access to high-quality, pre-negotiated pricing
• Alleviate the administrative burden of managing vendor relationships from scratch
• Deliver substantial volume buying discounts

Types of Cooperative Contracts

There are several types of cooperative purchasing contracts.

Nationally Solicited Contracts

These are contracts that have been competitively solicited by a national cooperative organization. Benefits include:

• Competitively solicited and audit-ready
• Broad category coverage
• National pricing leverage based on large volume

Limitations:

• May include suppliers that aren’t local or regionally focused
• May offer less flexibility in modifying contract terms
• Not all vendors under contract may be suitable for restricted or highly specialized needs

Piggyback Contracts

These contracts originate from a specific institution, district, or agency but include language that allows other entities to “piggyback” on the agreement.

Benefits:

• May offer unique pricing or terms
• Flexible in categories not yet covered by other co-ops

Limitations:

• May not meet all compliance needs
• Limited visibility into the solicitation process

These can be appealing for academic institutions that need quick access to niche offerings or contracts that fit local preferences.

State-Approved or Regional Co-op Contracts

These agreements are developed by state or regional purchasing groups and are typically focused on serving institutions within a geographic boundary.

Benefits:

• Tailored to regional regulations and standards
• Local supplier familiarity

Limitations:

• May lack the volume leverage of national contracts
• Limited category availability

Education-Specific Cooperative Contracts

Designed exclusively for the academic market, these cooperative purchasing contracts address the unique needs of educational institutions.

Benefits:

• Categories specific to education such as classroom tech, lab equipment, student transportation, etc.
• Supplier experience with academic institutions leads to smoother implementation and support
• Procurement language and terms aligned with education-sector policies

Limitations:

• Education-focused terms may not apply to hybrid institutions with non-academic divisions

The Best of Both Worlds

A national purchasing cooperative that focuses exclusively on education combines the best of both worlds. E&I Cooperative Services is the only member-owned nonprofit sourcing coop that works solely in the education sector, providing national reach to deliver cost savings and terms tailored to academic institutions.

How to Evaluate and Compare Cooperative Contracts

Choosing the best education cooperative purchasing contracts involves more than checking eligibility. Here are some of the key factors to consider, given the unique needs and requirements of academic intuitions:

• Solicitation: Was the contract competitively bid, publicly advertised, and awarded through a compliant evaluation process?
• Eligibility and access: Can your institution use this contract? Some are open to all, while others are limited to certain types of members.
• Pricing structure: Is the pricing fixed, tiered, or based on usage? Transparent cost models make budgeting easier.
• Contract terms and renewals: How long is the agreement valid? Are extensions clearly outlined? Stability is important for long-term planning.
• Supplier support: Does the cooperative monitor vendor performance? Are service-level agreements in place?
• Education focus: Does the contract address academic needs like data privacy, grant funding eligibility, or student-facing service requirements?

Answering these questions helps you make better, compliant decisions.

Choosing the Right Co-op Purchasing Options

Cooperative purchasing contracts are powerful tools for procurement teams looking to simplify sourcing, increase savings, and stay compliant. Whether you are part of a district-level procurement office, a university purchasing department, or a multi-campus system, the right cooperative purchasing strategy can drive efficiency, reduce risk, and free up time to focus on what really matters: education.

E&I Cooperative Services offers co-op purchasing options designed for academic institutions of all sizes. Leveraging aggregated demand of more than 6,000 member institutions, E&I can secure significant volume discounts and make sure each contract is tailored to meet the unique needs of member institutions.

Ready to find the right co-op purchasing option for your institution? Search hundreds of ready-to-use cooperative purchasing contracts at E&I Cooperative Services, or apply for membership to get started.