Page 26 - The EDGE Fall 2025

Best Practices for Public Records Requests in Procurement Files
CONTINUED FROM PAGE 24
communications, redactions, fees, and release
timelines.
• Provide periodic training for staff on handling • Explain what the requestor will need to do if
public records requests, redaction criteria, and
confidentiality protections.
• Encourage feedback and offer to tailor • Keep in mind the vendor has the right to request
guidance to a district’s policy.
• Include contact information for the district’s
public records coordinator or procurement
lead (with a professional email address).
Here Are My Final Pointers:
• Check your district’s procedures for public
records requests and stay consistent with those
procedures.
• A school district may only charge the actual
cost of copying the record for non-commercial
requests.
• If the request is for a commercial purpose, the
requestor must disclose this pursuant to A.R.S.
39-121.03.
• Please note that a commercial usage fee may
apply.
• Commercial requests should include a
fee schedule outlining the "value of the
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reproduction [of the record] on the commercial
market" (A.R.S. 39-121.03(A)).
they want copies of any pages and if there will
be a cost.
a copy of the entire file minus any proprietary
info the District has designated prior to award
of contract.
• If the vendor only wants a complete copy of
the procurement file, a debrief may not be
necessary.
Again, the recommendations herein are best
practices. This guidance aims to support fair,
transparent, and efficient handling of public
records requests in procurement.
Please email me if I missed other procedures you
have found to be helpful or just want to ask me
how my grandkids are doing.
The purpose of my article was not to dictate, but
rather to inform to help your district develop
its own strategy for procurement public records
requests. Be fair to your vendors and do the
right thing. GOOD LUCK and may all your
procurement dreams come true!
Bill Munch, NIGP-CPP, CPPO, CPPB, is the
Procurement Compliance and Training Officer
for Valley Schools Management Group and also
serves as President of the Arizona State Capitol
Chapter of the National Institute of Governmental
Purchasing (NIGP). He may be reached at:
bmunch@vsit.org.
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THE EDGE FALL 2025