Page 34 - The EDGE Spring 2020

Auditors Can Spot Deficiencies – They Tell How to Reduce Them

CONTINUED FROM PAGE 32

To avoid a lot of trouble, she emphasized the importance of looking contract. The district can review a cooperative’s procurement
for mistakes before issuing a solicitation. “Saying something is questionnaire, if available, and review a sample of contracts.
most advantageous for the district doesn’t describe it enough as a
basis for a solicitation,” Smith said. “Have the documents to back Keep a log for cooperative contracts you used each year. It’s a
that up. Otherwise, it’s not sufficient.” good record of due diligence that auditors want to see.

The auditors’ final advice: comply with statutes and rules, don’t
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overspend taxpayer dollars, don’t risk health and safety, don’t rely
"You should develop and implement on substandard goods and services, and consider whether your
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methods and operational procedures procurement meets the so-called “headline test.” Basic /
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The use of templates was encouraged. Even templates from another Legal
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district can be used, if they are adapted to your district.
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Sole source issues generate many deficiencies. Using a sole source
should be documented and approved by the Governing Board. You
need a lot of information to support using that one vendor. “This is
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where market research would be important,” Gustafson said.
Awarding a sole source contract may have been OK several years
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ago, but if new providers emerged in the meantime, a sole source
Paula Gustafson can be reached at: pgustafson@azauditor.gov
probably won’t work, she said. THAN THIS.
and (602) 553-0333
AASBO members were told that due diligence is required for Megan Smith can be reached at: msmith@azauditor.gov
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purchases made from a procurement cooperative or a lead district and (602) 553-0333 EMPLOYEE
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