AASBO 2008 AASBO 2008 Summer ConferenceSummer Conference

Solicitation Folders Can Make Yours Solicitation Folders Can Make Yours and Your Auditors Lives Happierand Your Auditors Lives Happier

Karen Fleetwood, MPS Procurement Specialist Supervisor kafleetw@mpsaz.org

Michelle Hamilton, MPS Procurement Specialist Supervisor mlhamilt@mpsaz.org

The Dreaded Knock At The Door

Solicitation Folders

– Original Solicitation– Notifications– Addenda– Responses– Board Documents

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

USFR Compliance Questionnaire

USFR Compliance Questionnaire

Procurement Rules Determinations

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.

Organization A Winning Hand Every TimeSolution 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.

MPS Compliance ChecklistMPS Compliance Checklist

MPS Compliance ChecklistMPS Compliance Checklist MPS DeterminationsMPS 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**

DeterminationsDeterminationsSection BSection 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

Determinations Determinations Sections C and ESections 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)

ConclusionConclusion

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

Questions??