Download presentation
Presentation is loading. Please wait.
Published byKerry Bates Modified over 8 years ago
1
AASBO 2008 Summer Conference Solicitation Folders Can Make Yours and Your Auditors Lives Happier Karen Fleetwood, MPS Procurement Specialist Supervisor kafleetw@mpsaz.org kafleetw@mpsaz.org Michelle Hamilton, MPS Procurement Specialist Supervisor mlhamilt@mpsaz.org mlhamilt@mpsaz.org
2
The Dreaded Knock At The Door Solicitation Folders –Original Solicitation –Notifications –Addenda –Responses –Board Documents
3
H&M Audit 2007 Number of Districts with Findings Required Information 14 Determination 9 Documentation of Award 10 Single Response 3 Multiple Award 4 Sole Source 5
4
USFR Compliance Questionnaire USFR Compliance Questionnaire USFR Compliance Questionnaire Procurement Rules Determinations Procurement Rules Determinations
5
Organization Don’t 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.
6
Organization A Winning Hand Every Time Solution 1: Create a “Tabbed Section” list from the USFR checklist. Accomplished: Every buyers bid file was EXACTLY the same. ***** 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.
7
MPS Compliance Checklist MPS Compliance Checklist MPS Compliance Checklist MPS Compliance Checklist MPS Determinations MPS Determinations MPS Determinations MPS Determination form copies available on our website: www2.mpsaz.org/purchasing/policies/resource **Before using these documents verify they meet your district Board Policy**
8
Determinations Section B Written Determination for Acceptable/Unacceptable Offer (R7-2-1046) Written Determination for Mistakes in Bids (R7-2-1030) Written Determination of Non-Responsibility (R7-2-1075) Written Determination of 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 (R7-2-1047) Evaluation Committee Member Statements/Conflict of Interest/Resource Individual Statement
9
Determinations Sections C and E Written Determination for Cancellation After Receipt of Offers/Before Award (R7-2-1074) Written Determination for Trade-In (R7-2-1131) Written Determination for Request for Proposal (R7-2- 1041) Written Determination for Factors for APDM (R7-2-1116) 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 of Non-Construction Bids (R7-2-1078)
10
Conclusion MPS Buyers are confident that when we hand over files to the Auditors they will be organized, consistent and compliant. Questions??
Similar presentations
© 2024 SlidePlayer.com Inc.
All rights reserved.