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:
AASBO 2012 Spring Conference Solicitation Folders Can Make Your and Your Auditors Lives Happier Karen Fleetwood, MPS Procurement Specialist Supervisor firstname.lastname@example.org email@example.com Michelle Hamilton, MPS Procurement Specialist Supervisor firstname.lastname@example.org email@example.com
The Dreaded Knock At The Door Typical Audit Findings Required Information Determinations Documentation of Award Single Response Multiple Award Sole Source
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.
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.
Solicitation Folders Pre-Solicitation Issuance of Solicitation Receipt of Offers Evaluation of Offers Contract File Organization
Pre-Solicitation Section E Written Determination for Trade-In (R7-2-1131) Written Determination for Factors for APDM (R7-2-1116) Written Determination for Request for Proposal (R7-2-1041) Written Determination for Multi-Term Contracts (R7-2-1093) Written Determination for Brand Name or Equal (R7-2-1102) Written Determination for Brand Name Only (R7-2-1102) Written Determination for Qualified Products List (R7-2-1102) Written Determination for Bonding for Non-Construction Bids (R7-2-1078) 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
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 (R7-2-1022(B)) Prospective Bidders List (R7-2-1022(A)) AZP Vendor Notice of Solicitation Sent on _________(Date) (Print Page from Website)
Receipt of Offers Section C Late Offers Documentation (Acceptance and/or Rejection) (R7-2-1028 & R7-2-1044) Written Determination for Cancellation After Receipt of Offers/Before Award (R7-2-1074) 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)
Evaluation of Offers Section B Written Determination for Mistakes in Bids (R7-2-1030) Written Determination of Non-Responsibility (R7-2-1075) 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 (R7-2-1032 & R7-2-1045(C)) Written Determination for Additional Discussions/Best & Final (R7-2-1048) Written Determination for Acceptable/Unacceptable Offer (R7-2-1046) Solicitation Talley/Tabulation and/or Evaluation Report(s)(R7-2-1031 & R7-2-1050) Reference Checks Best & Finals Received from Offerors (R7-2-1048) Best & Final Request Letter(s) (R7-2-1048) Discussions Letters (R7-2-1047) Letters to Vendor(s) Rejected for RFP Discussions/Unacceptable Offers (R2-7-1047) Confidential Information Letter(s) (R7-2-1005) Evaluation Committee Member Statements/Conflict of Interest/Resource Individual Statement
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)(R7-2-1111) Board/Director of Purchasing Approval Agenda Item for Award Including Executive Summary
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
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**
Conclusion MPS Buyers are confident that when we hand over files to the Auditors they will be organized, consistent and compliant. Questions?
I want to work in Procurement Laughter is the best medicine Thank you for attending!