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AASBO 2012 Spring Conference Solicitation Folders Can Make Your and Your Auditors Lives Happier Karen Fleetwood, MPS Procurement Specialist Supervisor.

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Presentation on theme: "AASBO 2012 Spring Conference Solicitation Folders Can Make Your and Your Auditors Lives Happier Karen Fleetwood, MPS Procurement Specialist Supervisor."— Presentation transcript:

1 AASBO 2012 Spring Conference Solicitation Folders Can Make Your and Your Auditors Lives Happier Karen Fleetwood, MPS Procurement Specialist Supervisor Michelle Hamilton, MPS Procurement Specialist Supervisor

2 Public Procurement Video Public Procurement

3 The Dreaded Knock At The Door Typical Audit Findings Required Information Determinations Documentation of Award Single Response Multiple Award Sole Source

4 Organization Dont let your solicitation file be a Roll of the Dice Problem 1: Files were not organized consistently across the board. Problem 2: Files still ended up missing items that we thought were in there. Problem 3: When the auditor arrived we would scramble to re-print items that were on our computer but not in the folder.

5 Organization A Winning Hand Every Time Solution 1: Create a Tabbed Section list from the USFR checklist. Accomplished: Every bid file was complete AND compliant. ***** Solution 2: Create a checklist to physically account for each item. Accomplished: A double check method to ensure all required documents were in the file. ***** Solution 3: Add an actual check box that has to be physically checked when each document is filed. Accomplished: No more last minute printing marathons to have the file ready for the auditor.

6 Solicitation Folders Pre-Solicitation Issuance of Solicitation Receipt of Offers Evaluation of Offers Contract File Organization

7 Pre-Solicitation Section E Written Determination for Trade-In (R ) Written Determination for Factors for APDM (R ) Written Determination for Request for Proposal (R ) Written Determination for Multi-Term Contracts (R ) Written Determination for Brand Name or Equal (R ) Written Determination for Brand Name Only (R ) Written Determination for Qualified Products List (R ) Written Determination for Bonding for Non-Construction Bids (R ) Drafts, Notes, Specs (Preliminary Solicitation Information) Correspondence with Requester (Dated Recent on Top) Finance Department Approval of Budget (Account Code(s)) if applicable Survey for Co-Op use Approval to Issue from Superintendent

8 Issuance of Solicitation Section D Number of Addenda Issued:___________ Notes, questions, comments from Pre-Solicitation Meeting Sign-In Sheet for Pre- Solicitation Meeting Master Copy of Original Solicitation Affidavit of Publication & Ad (R (B)) Prospective Bidders List (R (A)) AZP Vendor Notice of Solicitation Sent on _________(Date) (Print Page from Website)

9 Receipt of Offers Section C Late Offers Documentation (Acceptance and/or Rejection) (R & R ) Written Determination for Cancellation After Receipt of Offers/Before Award (R ) Offer Opening Attendance/Talley Sheet on ____ (Date) Solicitation Responses: Awarded on top & alpha order for non-awarded (envelopes attached) No Bids (AZP Page and Hard Copies; Retaining Envelopes not Necessary)

10 Evaluation of Offers Section B Written Determination for Mistakes in Bids (R ) Written Determination of Non-Responsibility (R ) Written Determination for Multiple Award (Items 7(a)(6) and 7(b)(10) of the USFR Compliance Questionnaire) Written Determination for Only 1 Offer Received (R & R (C)) Written Determination for Additional Discussions/Best & Final (R ) Written Determination for Acceptable/Unacceptable Offer (R ) Solicitation Talley/Tabulation and/or Evaluation Report(s)(R & R ) Reference Checks Best & Finals Received from Offerors (R ) Best & Final Request Letter(s) (R ) Discussions Letters (R ) Letters to Vendor(s) Rejected for RFP Discussions/Unacceptable Offers (R ) Confidential Information Letter(s) (R ) Evaluation Committee Member Statements/Conflict of Interest/Resource Individual Statement

11 Contract File Section A Price Escalation Documentation ____________ ____________ ____________ ____________ (Dates of Approval) Renewal Letters ____________ ____________ ____________ ____________ (Dates of Renewal) Purchase Order/s (Most Recent on Top) Insurance Certificates Contracts, Performance Bonds Correspondence RE: Contract (Dated Recent on Top) ______________________________________________ Award Letter(s) w/Offer and Acceptance Signed Notice of Award Letters to Unsuccessful Vendor(s) Successful Award Page from AZP Return of Bid Bond(s)-(Copies Retained)(R ) Board/Director of Purchasing Approval Agenda Item for Award Including Executive Summary

12 Solicitation Data SOLICITATION NO.:_____________ TITLE: ______________________ SOLICITATION DUE DATE & TIME: ___:_____ (Arizona Time) ACCOUNT CODE __ __ __- __ __ __ - __ __ __ __ - __ __ __ __ - __ __ __ - __ __ __ - __ __ CONTRACT TYPE: ONE TIME OR ANNUAL OR MULTI-TERM (CIRCLE ONE) INITIAL CONTRACT TERM (IF APPLICABLE): ______________________ THROUGH _______________________ TOP OF FILE Check Off List for Solicitation Folder

13 MPS Buyer Resource Page MPS Compliance Checklist MPS Determinations Sample Forms MPS Resource Page **Before using these documents verify they meet your district Board Policy**

14 Conclusion MPS Buyers are confident that when we hand over files to the Auditors they will be organized, consistent and compliant. Questions?

15 I want to work in Procurement Laughter is the best medicine Thank you for attending!


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