Cutting Through the Complexity: How Co-Ops are Helping Transform Procurement
Procurement has undergone a dramatic transformation over the past few decades. What was once a paper-heavy, procedural back-office function has evolved into a fast-paced arena that touches nearly every aspect of public and private operations. For Maeve E. Cannon, Chair of the Administrative Law and Government Contracts Group, Stevens & Lee, and a seasoned attorney in procurement law, the path into the world of procurement wasn’t exactly planned, but it quickly became a passion. “I kind of fell into this area unexpectedly,” she recalls. “One of the partners at the firm I started working at after my clerkship was a former deputy director at the Division of Purchase and Property in New Jersey. He brought me into some of his cases and the diversity, speed, and impact of the work were unlike anything I expected. From disputes over prison phone systems to multimillion-dollar construction projects, you had to learn everything about the product, the process, and the problem in a matter of days. It was intense, but fascinating.”
That passion would eventually lead to larger-scale innovation. Working with Edge since 2017, Cannon was instrumental in forming the EdgeMarket cooperative in 2018, a major step toward modernizing and streamlining procurement for the education and public sectors. “The rise of the co-op is probably the single biggest development in the procurement world since I started practicing in the area more than 30 years ago,” shares Cannon. “If you're in the education industry, you're not in the business of sourcing complex technical systems, drafting airtight specifications, and managing the risk that comes with that. Co-ops like EdgeMarket allow public entities to bypass much of that complexity. You can go straight to the source, knowing the solution has been legally procured.”
Accelerating the Procurement Process
Meeting higher education’s unique procurement needs often requires more time and resources than most institutions can spare, especially when navigating complex technology purchases on their own. “Co-ops allow you as a public entity to accelerate the procurement process and cut through the complexity and confusion,” says Cannon. “Many co-ops focus on commodities, things like pencils or basic supplies, but Edge stands out because of their technological acumen. Edge can develop and manage highly complex specifications for enterprise-level software systems that colleges and universities rely on. That kind of legally compliant procurement is a massive undertaking, and Edge is uniquely positioned to support it by leveraging both the in-house knowledge of their team and the collective expertise of its member institutions.”
Unlike traditional co-ops focused on commodities, EdgeMarket addresses a different kind of challenge: enterprise-level technology solutions that require domain expertise and strategic foresight. “For a higher ed institution procuring a product or software solution on its own, they’re likely looking at a year-long process, from assembling committees, researching the market, and writing detailed specifications,” Cannon explains. “Edge allows you to bypass those steps, and go directly to a vetted, compliant solution. Through their extensive technological experience of their team, Edge evaluates what’s really needed and understands what’s being offered. Members can trust they’re getting something compliant, effective, and purpose-built for higher education.”
“Edge has already filtered through the noise to create specifications and procurements that are clean, legally compliant, technologically sophisticated, and well vetted. There are a lot of co-ops out there, but I don’t know of any others that bring the level of expertise that Edge brings to every procurement. For members, that’s the biggest benefit—buying from people who truly know what they’re doing. What a concept in procurement!”
Eliminating Contract Surprises
One of the most common misconceptions about cooperative purchasing is that the terms and pricing in co-op contracts are fixed and non-negotiable. In reality, these agreements often serve as a strong starting point, especially when both the buyer and provider understand their flexibility. “The way a co-op works is that it issues specifications that meet every legal requirement—in New Jersey, that includes a lot of mandatory disclosures and forms, just to get in the door,” explains Cannon. “From there, bidders must meet every term and condition. If they don’t, it’s considered a material deviation. Unfortunately, if the buyer isn’t well versed in what they’re purchasing, they may not recognize when a vendor is offering something different than what was requested. That’s how members end up with contracts that don’t deliver what they expected, or worse, come with hidden fees or vague pricing terms.”
A strong co-op contract, Cannon adds, is one that’s built on clear, enforceable specifications and firm pricing, without room for surprises. “Procurement is all about the forms and the specs. If the specs are tight and the procurement is done right, the resulting contract should protect members from surprises, whether it’s in the form of hidden costs, unnecessary features, or noncompliant offerings. That’s why it’s critical the entity doing the procurement understands exactly what should and shouldn’t be included, so members can rely on it with confidence.”
Simplifying the Legal Framework
Navigating the legal framework that empowers cooperative purchasing organizations like EdgeMarket can be complex, but understanding Edge’s statutory foundation is key to appreciating how it effectively serves its members. “Edge is an Educational Research and Services Corporation formed under N.J.S.A. 18A:3B-6.1,” Cannon explains. “That statute allows higher education institutions in New Jersey to come together and create an entity like Edge. In that role, Edge essentially acts as a purchasing agent and conducts the procurement, while member institutions acquire materials or services through Edge.”
Under New Jersey law, Edge can also operate as a local contracting unit, enabling it to engage in shared services agreements with non-state public entities. “Edge can sell its own services to other public entities through the Shared Services Act,” Cannon adds. “That’s the same law that allows local governments to loan each other a CFO, for example. In this case, Edge functions as another local public unit. Under the same law, Edge can act as the lead agency for purchasing as a co-op. In this role, EdgeMarket is the co-op that conducts procurements and sets up the contracting vehicle. While Edge runs the procurement as the lead agency, the contracts themselves are directly entered into between the vendor and the member organization. Edge essentially serves as the legal vehicle enabling those contracts to happen. These are the primary contracting powers Edge has under its authorizing statute as an Educational Research and Services Corporation."
“Since its formation in 2018, EdgeMarket has rapidly evolved, now entering its first renewal period after just five years. The pace and scale of its growth, particularly its expanding national footprint, have been both refreshing and impressive. Edge demonstrates an exceptional ability to manage a high volume of procurements that are complex and span many diverse areas. Other states recognize the quality and sophistication of Edge’s procurements, and how quickly it has leveled up to offer such a wide range of technology systems and services. This rapid advancement is a testament to Edge’s unique role in the cooperative purchasing landscape.”
Providing Subject-Matter Knowledge
Now serving 20 states, EdgeMarket continues to expand beyond the region and bring its procurement expertise and tailored cooperative solutions to educational institutions nationwide. “This growth hearkens back to Edge’s impressive knowledge and ability to manage extremely complex procurements for large educational technology systems,” says Cannon. “This level of sophistication just isn’t found in your everyday cooperative purchasing system. Most co-ops are generalists buying pencils, widgets, or basic supplies, and when it comes to technology, they often rely on vendor-provided specs because they lack in-house expertise.”
By contrast, Edge leverages the needs and insights of its higher education membership alongside its team’s technical know-how to craft detailed, tailored specifications and procurements that go far beyond the run-of-the-mill cooperative contracts. “Edge has a rare combination of subject-matter knowledge and understanding of procurement and is driven by a dedicated staff who truly understand both the technology and the legal framework. You just don’t see this level of capability in your garden variety co-op.”
“Since its formation in 2018, EdgeMarket has rapidly evolved, now entering its first renewal period after just five years,” continues Cannon. “The pace and scale of its growth, particularly its expanding national footprint, have been both refreshing and impressive. Edge demonstrates an exceptional ability to manage a high volume of procurements that are complex and span many diverse areas. Other states recognize the quality and sophistication of Edge’s procurements, and how quickly it has leveled up to offer such a wide range of technology systems and services. This rapid advancement is a testament to Edge’s unique role in the cooperative purchasing landscape.”
“Many co-ops focus on commodities, things like pencils or basic supplies, but Edge stands out because of their technological acumen. Edge can develop and manage highly complex specifications for enterprise-level software systems that colleges and universities rely on. That kind of legally compliant procurement is a massive undertaking, and Edge is uniquely positioned to support it by leveraging both the in-house knowledge of their team and the collective expertise of its member institutions.”
Streamlining Request for Proposals
Navigating the complexities of issuing a Request for Proposal (RFP) can be time consuming and challenging for public entities, especially when specialized knowledge is required. Cannon says partnering with an experienced cooperative like Edge can simplify the process. “If a public entity goes to Edge, they don’t have to issue the RFP themselves. They can skip that whole cumbersome process and go straight to the end game. They can trust that the people who put together the procurement and purchase the software or system have the experience, knowledge, and skills needed. This means they can buy with confidence, knowing they’re getting exactly what they want and need, not some obsolete system or something way beyond their requirements.”
“Edge has already filtered through the noise to create specifications and procurements that are clean, legally compliant, technologically sophisticated, and well vetted,” adds Cannon. “There are a lot of co-ops out there, but I don’t know of any others that bring the level of expertise that Edge brings to every procurement. For members, that’s the biggest benefit—buying from people who truly know what they’re doing. What a concept in procurement!”
Looking ahead, the higher education landscape continues to evolve rapidly, presenting both challenges and opportunities for cooperative purchasing organizations like EdgeMarket. “One of the biggest challenges facing higher education today is funding,” says Cannon. “As this industry faces tremendous challenges in the coming years, we will need to work together to help institutions find affordable resources that enable them to operate more efficiently. I see this as both a challenge and an opportunity for Edge because it can nimbly step into this space for its members, bringing tremendous value and proficiency in a time when it is needed most.”
“I believe co-ops will only continue to grow in popularity and usage, and have effectively become the standard approach for purchasing across local governments, higher education, and state agencies. As more local governments, school districts, and higher education institutions turn to co-ops for their procurement needs, Edge is perfectly positioned to meet this growing demand and will be ready and able to support them every step of the way.”
Ready to simplify procurement? Let EdgeMarket be your “easy button” for fast, affordable access to technology solutions and services. Learn more at njedge.net/solutions-overview/consortium-buying-eprocurement/