BSN%20OMNIA%20Due%20Diligence%20Documentation.pdf

Parent document: Regular Board Meeting - 5_00 p.m. - AMENDED-01-16-2024.pdf

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USFR Compliance Questionnaire for RFP #20-06

Athletic, Physical Education Supplies, and Team Uniforms

1. Based upon review of this contract for the procurement of
construction, materials, and/or services that exceeded $100,000, did
the cooperative follow the School District Procurement Rules
(R7-2-1001 et seq)?

a. For this contracts awarded through competitive sealed bidding or
competitive sealed proposals, did the cooperative:

1)

2

A

3

A

4

A

5

A

6

ne

Give adequate notice of the invitation for bid (IFB) or request
for proposal (RFP)? R7-2-1022 or R7-2-1042(C)

Compile and maintain a list of persons who requested to be
added to a list of prospective bidders, if any? R7-2-1023

Issue the IFB or RFP at least 14 days before the due date and
time set for bid or proposals, as applicable, unless a shorter
time was determined necessary? R7-2-1024(A) _ or
R7-2-1042(B)

Include all required information in the IFB or RFP?
(Note: If the answer is “No,” the “Comments” should
specifically indicate which requirements were not complied
with.) R7-2-1024(B) or R7-2-1042(A)

Stamp sealed bids or proposals with the time and date upon
receipt and store bids or proposals unopened until the due date
and time set for opening? R7-2-1029 or R7-2-1045

If a multiple award was made for the IFB or RFP:

i. Did the cooperative establish and follow procedures for the
use of multiple award contracts? R7-2-1031(D) and
R7-2-1050(C)

ii. Did the cooperative include in the solicitation(s)
notification that multiple contracts may be awarded, the
cooperative’s basis for determining whether to award
multiple contracts, and the criteria for selecting vendors for
the multiple contracts? R7-2-1031(C) and R7-2-1050(B)

iii. Determine, with the specific reason(s) in writing, that a
single award was not advantageous to the cooperative’s
members and retain documentation that supported the basis
for a multiple award? R7-2-1031(D)

iv. Limit contract awards to the least number of suppliers
necessary to meet the requirements of the members?
R7-2-1031(D) and R7-2-1050(C)

YES

YES/NO COMMENTS

YES

YES Ads & Affidavits

YES Bidders List

YES RFP Document, Page 1

YES RFP Document

YES Time Stamped Responses

YES

YES RFP Document, Page 10
Multiple Award

YES Justification



7) For contracts where only one responsive bid or proposal was
received, determine that the price submitted was fair and
reasonable, and that either other prospective offerors had
reasonable opportunity to respond or there was not adequate
time for resolicitation, and retain documentation that
supported the basis for the determination? R7-2-1032 or
R7-2-1046(A)(1)

b. For this contract awarded through competitive sealed bidding, did
the cooperative award the contracts to the lowest responsible and
responsive bidder whose bid conformed, in all material respects,
to the requirements and evaluation criteria set forth in the IFB?
(Note: If the answer is “No,” the “Comments” should specifically
indicate which requirements were not complied with.) R7-2-1031

c. For this contract awarded through competitive sealed proposals,
did the cooperative award the contract to the offeror whose
proposal was determined, with the specific reason(s) in writing, to

© most advantageous to the cooperative’s members based on the
factors set forth in the RFP and retain documentation that
supported the determination? R7-2-1050

. Did the cooperative have signed conflict-of-interest disclosures filed
for any employee or nonemployee evaluation committee members?
R7-2-1008 and R7-2-1015

. If the cooperative used a qualified select bidders list to procure
construction services, did the cooperative comply with requirements
of R7-2-1101?

. If the cooperative used construction-manager-at-risk, design-build, or
job-order-contracting to procure construction services, did the
cooperative comply with the requirements of R7-2-1100 through
R7-2-1115?

. If the cooperative procured goods and services using reverse auctions
or electronic bidding, did the cooperative comply with the
requirements of R7-2-1018, R7-2-1021, or R7-2-1041?

. For purchases made through the Simplified School Construction
Procurement Program, did the cooperative follow the requirements of
R7-2-1033? (Note: If the answer is “No,” the “Comments” should
specifically indicate which requirements were not complied with.)

. If the cooperative used multi-term contracts for any of the contracts
tested in question 1:

a. Were the terms and conditions of renewal or extension, if any,
included in the IFB or RFP? A.R.S. §15-213(K) and R7-2-1093

b. For materials or services and contracts for job-order-contracting
construction services that were entered into for more than 5
years, did the cooperative determine in writing, before the
procurement solicitation was issued, that a contract of longer
duration would be advantageous to its members? A.R.S.
§15-213(K) and R7-2-1093

. Did the cooperative prevent additional purchases by new members
that would materially change the volume of goods or services
estimated in the original solicitation? R7-2-1011

YES/NO

COMMENTS

YES
N/A
Recommendation of
YES Contract Award
Evaluation Committee
YES Member Statements
N/A
N/A
N/A
N/A
RFP Document,
YES Appendix A
N/A

YES



YES/NO COMMENTS

9. Did the cooperative maintain current cooperative purchasin
agreements with participating school districts? R7-2-1191 throug
R7-2-1195

YES

For questions 10 and 11: If the cooperative had any emergency or sole source procurements, the audit firm
must test all such procurements.

10. Based upon review of any emergency procurements, was the basis for
each emergency procurement reasonable; did the cooperative
maintain a written statement for each emergency procurement
documenting the basis for the emergency, the selection of the
particular contractor, and why the price paid was reasonable; and was
such statement signed by the individual authorized to initiate
emergency procurements? R7-2-1055 and R7-2-1056 N/A

11. Based upon review of any sole source procurements, was the basis for
the sole source procurement reasonable, and did the cooperative
retain its written determination that there was only one source for the
required materials, service, or construction items? R7-2-1053 N/A