Page 22 - The Edge - Fall 2016

GOING PAPERLESS • How is the information obtained during an audit?
CONTINUED FROM PAGE 21 • How do you handle procurement review requests from
other vendors?
Aside from saving money, one of the key benefits of going • How do you keep confidential information “confidential”?
paperless is being considerate of the environment. “There is a • How is the retention process handled for electronic
call for government agencies to go green,” Leon said. “There records?
is public awareness toward preservation of the environment. • How do you outline the electronic process vs. the paper
We live in a paper world.” process?
The PV team noted that under the Arizona Administrative
Code, school districts may conduct an Invitation For Bid Online programs offer myriad benefits, including
(IFB) or a Request For Proposal (RFP) electronically with consolidated scoring and reporting, faster evaluations, which
competitive sealed bidding. “You must submit a written results in less work for your Purchasing Department. “You
determination why it’s advantageous to the district,” Leon have easy access to the system, which means you can do
said. “In any case, you need to determine if an electronic evaluations from anywhere,” Ardizzone said. “The system
submission is required or optional. You should state the provides real-time status of the evaluation process and allows
electronic submission requirements in the public notice and for comprehensive evaluations. It enables evaluators to state
the solicitation document. Reverse auctions also allow for an why they do or do not prefer a certain company and why they
electronic process.” scored the way they did.”
Ardizzone noted that sealed submissions leave an Going paperless provides for automatic notification to
electronic paper trail. buyers as soon as a vendor submittal is made, Leon said. It
Leon recommended inviting an auditor to see if you’re also provides a reminder of the timeline, and once all scores
following electronic procurement rules properly. “Find out have been completed the system locks down and no changes
if you’re doing it right,” she said. “Review and outline the are allowed.
process with your auditor, and document the discussion and
recommendations. Document everything.”
Audit-related things to think about, Leon said, include: CONTINUED ON PAGE 23

MAKING SURE THE SCHOOLS OF TODAY ARE

BUILT TO MEET TOMORROW’S NEEDS.

mccarthy.com

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22 THE EDGE FALL 2016