Procurement & Purchasing


 

  • All requests for goods and services are initiated and approved by authorized individuals, and are in accordance with budget and appropriation guidelines. 
  • Segregation of duties and responsibilities of individuals with authorized roles in procurement and purchasing process.
  • Maintenance of appropriate monitoring/oversight mechanisms to ensure integrity of process.
  • All purchase orders are based on valid, approved requests and are properly executed as to price, quantity and vendor. 
  • All materials and services received agree with the original orders.
  • Contractors are not involved in writing specifications.
  • Contractors are not provided with advance information.
  • Proof exists of contractor credentials, certifications, experience, financial performance, success.
  • Contractors in a competitive field are used in a diverse manner.
  • Solicitations are adequately publicized.
  • No fraternization with contractors. 
  • Justified prices from all bidders are compared to other markets.
  • Policies regarding source selection are well-written and awards are made to contractors with excellent histories of past performance.
  • Justification for disqualifying offerors is adequately documented.
  • Post-award employment of procurement officials does not occur. 
  • Payments requests are consistent with prior cost data.
  • Documentation of costs is complete.
  • Professional fees have sufficient details.
  • Records are accessed in a timely manner.

  • Purchases are made from unauthorized vendors.
  • Purchases are in violation of a conflict of interest policy.
  • Purchases are not timely.
  • Purchases not in accordance with budget and/or appropriations provisions.
  • Excess goods or services are purchased.
  • Unwarranted feature creep occurs.
  • Specifications that don’t add value are included in requests.
  • Performance/quality standards are inappropriate or missing.
  • Bid rigging.
  • Contract unbalancing.
  • Bid rotation and sporadic bidding.
  • Kickbacks/“pay-to-play” schemes transpire.
  • Token/complimentary/shadow bids are submitted.
  • Schemes involving change orders take place.
  • Confidential information resulting in a competitive advantage is disclosed.
  • Source selection is poorly documented.
  • Awards are made to firms that are incapable or unqualified.
  • False vendors are awarded contracts.
  • Employee ownership or financial interest in a vendor is not disclosed.
  • Progress payment fraud.
  • Product substitution.