Page 23 - The Edge - Fall 2016
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GOING PAPERLESS “We also state that the hard copy will be
CONTINUED FROM PAGE 22 the official document – if electronic is
requested as an option,” Leon said.
Regarding system accountability, “Language has also been included
everything is date stamped. “Notes and stating that if the hard copy is not
updates are recorded automatically, received, the electronic version will
which saves more time than if you not be reviewed – if the hard copy
were using paper,” Leon said. is required as official.”
When dealing with a Mom and Ardizzone explained that
Pop company that doesn’t have the public purchasing portal
computer capability, you can allows a vendor to make changes
upload their paper submissions electronically. “The buyer portal
into the system and still evaluate keeps track of active projects,
the project online. “You can convert whether they’re ahead or behind
it to a JPEG or PDF or any format you schedule, or done,” she said.
want,” Leon said. It’s important to keep the retention
A question comes up regarding which is schedule in mind. Contracts for
the official copy, the original or the electronic procurement should be kept for six years after
copy. The district requesting IFB’s or RFP’s needs the contract is fulfilled, canceled or revoked.
to make a determination as to which will be the The system also enables you to customize your
official copy. This needs to be made clear to evaluation group and evaluation criteria.
all vendors. “You can add as much criteria and in any
PVUSD uses one of four options: format as you want,” Leon said.
At the end of the breakout session,
• Hard copy original only. Leon asked how many in the audience
• Hard copy original with an want to go paperless. Several raised
electronic version optional. their hands. Then she asked: “How
• Hard copy original and many think it’s easier?” Just a few
electronic version. hands went up.
• Electronic original.
“You have easy
“We also state that access to the system,
the hard copy will be which means you can do
the offi cial document – if evaluations from anywhere.
electronic is requested as an The system provides real-time
option. Language has also status of the evaluation
been included stating that process and allows
if the hard copy is not for comprehensive
received, the electronic evaluations. It enables
version will not be evaluators to state
reviewed – if the hard why they do or do
copy is required as not prefer a certain
offi cial.” company and why they
— Claudia Leon, Director of Purchasing for scored the way they did.”
Paradise Valley Unifi ed School District — Lina Ardizzone, PVUSD Senior Buyer
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