Follow-Up for Bid Specification Requirements for Solicitations, November 2018

11 |  F o l l o w ‐ u p o f B i d S p e c i f i c a t i o n R e q u i r e m e n t s f o r S o l i c i t a t i o n s  N o v e m b e r 2 0 1 8  4. Review process for approving an addendum Current Status, Follow‐Up Audit dated November 2018:  The Procurement Division modified SOP #2 – Addendum Process on December 28, 2017, to  require management approval of an Addendum prepared by a Senior Procurement Analyst.  During review of 10 addendums published in BidSync between January 1, 2018 and August 3,  2018, 9 of the 10 were in compliance with the modified process. However, the auditor  identified one addendum that lacked a required secondary approval from the Procurement  Manager.  Original Audit Observation, Report dated January 2018:  Vendors may pose questions regarding a posted solicitation. The procurement analyst will  review the question(s), work with the soliciting Department if related to a technical  specification, and then respond to the vendor. If a question requires a change to the bid  documents or a technical response from the Department, the analyst will notify all bidders that  an addendum will be posted. SOP #2 – Addendum Process, requires the procurement analyst to  submit an addendum to their supervisor for approval, and once approved, the addendum is  published in BidSync. If the senior procurement analyst is solely in charge of a solicitation and  an addendum is needed, the senior procurement analyst is not required to obtain supervisor  approval prior to publishing the addendum in BidSync.  Original Recommendations, Report dated January 2018: To enhance oversight of the addendum process, management should ensure all addendums  require secondary approval prior to publishing them in BidSync.  Management Action Plan:  SOP #2 will be reviewed with Senior Procurement Analysts to remind them of the secondary  approval requirement for Addendums.