Page 34 - The Edge - Summer 2019

PROCUREMENT TIPS

By Bill Munch, CPPO, CPPB

Option for Vendor Bidders’

List for Compliance and Ease

As I travel around Arizona working with school districts on How about a website that not only maintains all your
their various procurement issues, the major questions I keep prospective vendor information but also has the ability to
getting from districts of all sizes are: “What are school districts automatically notify multiple vendors of bids and quotes at the
doing to make maintaining a list of vendors for procurements touch of button? The benefits of this website are numerous, and
less difficult?” and “How do I maintain a database with all those the website can be found at www.azpurchasing.org. Among other
vendors out there that won’t bog down my staff and be a resource things, participation in this website will give your district instant
drain?” access to thousands of vendors. You can easily pull vendor lists
School District Procurement Rule R7-2-1023(A) states: “The in Excel format and sort them in any manner your heart desires.
school district shall compile and maintain a prospective bidders’ Why not remain compliant for a minimal cost and tap the
list. Inclusion of the name of a person shall not indicate whether potential of vendors that become available to you by subscribing
the person is responsible concerning a particular procurement or to this site? Vendors are responsible for maintaining their own
otherwise capable of successfully performing a district contract.” information. No more maintaining your own database by hand
This requirement applies to all school districts in Arizona. What’s to meet this requirement. Over 50 public entities of all sizes in
the best and most efficient way to remain in compliance? Arizona currently enjoy the benefits offered by the website. This
website is alive and well and has been creating efficiencies in all
Yuma County school districts (and the city and county of Yuma)
for about 20 years. Since 2009, nearly 50 more public entities
outside of Yuma have jumped on board.
OK, now for the $64,000 question. Is the website free? No, but
the cost is minimal and is based upon the number of solicitations
and profiles you will have on the website annually. This website
was designed from scratch by school districts for school districts.
The only minimal profit being gleaned is by the Webmaster,
which has been hired (via a most appropriate RFP) to maintain
the website. Payment for the website is made via a Cooperative
Purchase Agreement.
The cost benefit and increased efficiencies are easily justified
and the decision to use this website is clearly “the biggest no-
brainer in the history of Earth” (OK, maybe just the history of
Arizona Public Procurement). The ability to quickly and easily
post, track and issue bid and quote notifications is nothing short
of phenomenal. If you are currently posting your bids to your
own website and think you don’t need this, you are WRONG!
AZPurchasing does so much more. Emails are automatically
sent to vendors directly from the website to notify of bids, quotes,
addenda and even contract awards!
The website has an archival feature, which has been used by
school districts to ensure better compliance for single audits
and even the dreaded performance audits. You will have better
communication between your district and your vendors during
the bid and quote process. This budget-friendly solution will
save money on legal advertising, paper supplies, envelopes and
postage. Heck, it will even reduce your overall labor costs!

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34 THE EDGE | SUMMER 2019