Page 12 - The EDGE Summer 2024

Basics of Contract Administration in School District Procurement
CONTINUED FROM PAGE 10

The family of Arizona public procurement officials 9. Risk Management: Do your best to identify
throughout the state of Arizona are an excellent and mitigate potential risks associated with
resource that can be tapped via associations and contracts, such as non-performance, delays, or cost
groups like AASBO, GPPCS, SAVE and local overruns. Develop contingency plans to address any
chapters of the National Institute of Governmental unexpected issues that may arise. Keep in mind even
Purchasing located in Phoenix and Tucson. All of a low dollar contract could expose a school district
these associations and groups are not only resources to hundreds of thousands of dollars in claims.
for school districts but vendors as well.
10. Compliance Monitoring: Monitor compliance
8. Performance Evaluation: Evaluate vendor with contract terms and conditions, including
performance against contract requirements and key reporting requirements, insurance coverage, and
performance indicators. Use this information to regulatory obligations. Take appropriate action
inform future contract decisions and improve the if any violations are identified. Again, a contract
overall procurement process. Develop or mimic administrator should be assigned to each contract.
a vendor performance report and encourage and The Procurement of Business Department cannot be
incentivize your end users to actually use it. expected to directly monitor the myriad contracts it
awards throughout the course of the year. Assistance
should definitely be provided, but it should be a
clean, safe, and partnership between the business office and those
making the distraction free directly impacted by the contract. Those district
cafeteria the environments
happiest place to enhance employees most closely associated with the contract
in school student
learning should be administering the contract in conjunction
with the business office.
By addressing these tips and tightening up these best
customized
fun and facility practices, school districts in Arizona can effectively
innovative programs
programs based on manage their contracts and ensure that they achieve
client needs
their intended outcomes while remaining compliant
with relevant laws and regulations.

Looking forward to seeing many of you at the
AASBO Summer Conference. May all your
procurement dreams come true!

Your K12 dream team for dining
services and facilities management
Bill Munch, NIGP-CPP, CPPO, CPPB is the Procurement
Compliance and Training Officer for Valley Schools
Management Group, recipient of the 2018 AASBO Bill
For more information please contact: Lovett Lifetime Achievement Award and Vice President
Ryan Robinette Nikki Crider of the Arizona State Capitol Chapter of the National
Chartwells Regional Sales Director SSC Regional Sales Director
e. Ryan.Robinette@compass-usa.com e. Nikki.Crider@sscserv.com Institute of Governmental Purchasing (NIGP). He may
c. 303.918.1302 c. 480.861.6109
be reached at: bmunch@vsit.org

|
12 THE EDGE SUMMER 2024