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AASBO 2008 Summer Conference

AASBO 2008 Summer Conference. Solicitation Folders Can Make Yours and 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.

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AASBO 2008 Summer Conference

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  1. AASBO 2008 Summer Conference Solicitation Folders Can Make Yours and Your Auditors Lives Happier Karen Fleetwood, MPS Procurement Specialist Supervisor kafleetw@mpsaz.org Michelle Hamilton, MPS Procurement Specialist Supervisor mlhamilt@mpsaz.org

  2. The Dreaded Knock At The Door • Solicitation Folders • Original Solicitation • Notifications • Addenda • Responses • Board Documents

  3. H&M Audit 2007Number 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 • 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 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. DeterminationsSection 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??

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