Page 123 - HCSD SOPandIC Manual

teacher/administrator evaluations/comments/concerns, and progress monitoring data. (H-7)

During the monitoring of contracted services, should it be determined that there is a failure to meet the
terms of the agreement and/or goods and services are not provided as promised, HCSD will meet with the
contractor to review the agreement/goods/services, seek corrections and/or terminate the contract. (H-8)

All departments adhere to the district’s procurement policies which include directives on conflict of
interest, accepting gifts, favors, etc. (See Acceptance of Gifts section of this manual and School Board
Policies DFK, GAG) (H-9)

Procurement File/Records (H-10)
The HCSD follows all applicable state and Federal laws and regulations regarding the required
procurement documentation and retention of such documents. The Federal Programs office is responsible
for records oversight ensuring that appropriate files are retained as required. Procurement documents are
electronically stored in the district’s financial software system. Bookkeepers, secretaries, etc., scan all
procurement records in MUNIS and may maintain paper records onsite and/or at the district warehouse.

Procurement records include requisitions, appropriate quotes, debarment report, purchase orders, receipt
sheets, invoice and copy of the check, reference to the contract, copy of selection justification and a copy
of RFP documentation, if required. Generally, departments keep the current and/or the current and
previous year on-site. Years 2 or 3 through 5 are stored at the district warehouse. (See Records and
Information Management section of this manual)

Suspension and Disbarment (H-11)
HCSD will not contract with a vendor who has been suspended or debarred. DoFP will ensure that no
contracts/purchase orders for goods or services are made with a suspended or debarred vendor as follows:

1. The person responsible for entering approved requisitions in MUNIS will attach a System for Award
Management (SAM) Report.
2. The DoFP will not approve the requisition unless the SAM report is attached.
3. Business services will also review any federal requisition in MUNIS to ensure that a SAM Report is
attached and is dated within the timeframe prior to approval.

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