1. AASBO 2012 Spring Conference Solicitation Folders Can Make Your 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. 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 (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

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 (R7-2-1022(B)) Prospective Bidders List (R7-2-1022(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) (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)

10. 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

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)(R7-2-1111) 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!