Page 24 - The EDGE Fall 2025

PROCUREMENT

BY BILL MUNCH, NIGP-CPP, CPPO, CPPB
Best Practices for Public Records Requests in

Procurement Files
Bill Munch
I promise this article will NOT be about PB & J as • Respect for exemptions: Identify what can
my last article was. Instead, this article focus on be redacted (trade secrets, confidential
best practices I have gleaned over the years and commercial information, personal data) and
the importance of public records requests as they document why.
relate to procurement files. There is so little in
our procurement rules and statutes about public Practical Best Practices
records requests so we have to turn to Arizona • Consult your district’s public records
Public Records Statutes and the Federal Freedom procedures and apply them to every request.
of Information Act. Therefore, and once again, This includes timelines, formats, redaction
the following does NOT constitute legal advice standards, and fee policies.
but merely best practice recommendations from an • Provide clear instructions and costs up front.
old but certified public procurement official. This • Address vendor requests for full procurement
article is advice for procurement professionals, files.
but vendors should take note as well. • Vendors may request access to procurement
records, subject to redactions of proprietary or
Public records requests are a routine part of confidential information. Be prepared to apply
procurement. redactions and to segregate non-disclosable
materials in line with laws and district policy.
"By aligning procedures with • If a vendor requests a complete file, note

district policy and applicable laws, whether a debrief is required by policy or if
the policy allows release of the file without
procurement teams can be fair, a debrief. When in doubt, follow policy and

transparent, and efficient." document the rationale.
• Specify expected response times
This article shares practical, non-legal guidance • Offer reasonable formats (redacted PDFs, data
drawn from experience in public procurement. extracts, or hard copies) and specify secure
delivery methods.
Key principles • Ensure that the method of delivery protects
• Transparency and consistency: Apply the same confidential information and complies with
procedures to all requestors—vendors, media, district security practices.
and the public. • If your policy calls for a debrief after award,
• Timeliness and communication: A clear follow it. If not, ensure the procurement file
timeline with updates builds trust and reduces is accessible and well-documented, including
frustration. the basis for any non-debriefing.
• Maintain an audit trail: request receipt,

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24 THE EDGE FALL 2025