Page 12 - The Edge - Spring 2021

Market Conditions Can Lead to Supplemental Contracts

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or similar materials or services to more than one bidder supplemental can’t change specifications or evaluations.
or offeror. In general, districts should not use multiple They must be the same, but they can include addendums
awards allowing more than one vendor to supply the previously included.”
same goods or service. However, there are instances in
which districts may make multiple awards.” A tip to avoid confusion involves the numbering of a
supplemental. If possible, use a reference number to the
Nothing in statutes, rules or the USFR appear to prohibit original contract if the supplemental is issued in same
making multiple awards via multiple bids, but you must fiscal year. For example, just add S1 to the supplemental,
comply with the multiple award requirements within the indicating it is the first supplemental. “That will cut
USFR. down on vendor confusion,” Hostetler said.

“What factors should be considered before you even Another best practice is to have the original contract
think about issuing a supplemental bid?” Hostetler said. and the supplemental run concurrently and expire on the
She emphasized documentation. Document criteria for same date of the same year.
multiple awards – what do you need and why are you
going out to bid? Document the thought process. Include Barkman closed with a sage piece of advice: “You can’t
data to justify the contract need. Include letters from help what you can’t help. Only worry about things you
suppliers and deficiency documentation. can control. You can’t control everything.”

Barkman re-emphasized: “If you’re not using the same Gary Barkman can be reached at: gabarkman@mpsaz.org
specifications, you’re looking at a new solicitation. A Cindi Hostetler can be reached at: chostetler@tuhsd.k12.az.us

Are your educators prepared

for a successful tomorrow?

We have extensive knowledge of the Arizona State Retirement System (ASRS) and offer no-cost
workshops that can help educators and school employees understand a “big picture” view of how
their state retirement benefits and supplemental retirement plans can work together. Plus, we have
retirement solutions that help educators get on the road to financial success.

To learn more or request a workshop for your
district, contact your Horace Mann representative.

The information provided here is for general informational purposes only. Horace Mann is solely responsible for the
information contained in the ASRS presentation. Neither Horace Mann nor its representatives are in any way affiliated
with ASRS. You should consult with your tax and other advisors for guidance as to your specific situation. AASBO has
agreements with Horace Mann and affiliates where Horace Mann pays AASBO to provide various services that are aimed
at familiarizing AASBO members with the Horace Mann brand, products or services.
AM-C04546AASBO (Jan. 21)

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12 THE EDGE SPRING 2021