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

4. Review process for approving an addendum . Observation 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. Recommendation To enhance oversight of the addendum process, management should ensure all addendums require secondary approval prior to publishing them in BidSync. Management Response SOP #2 will be modified to require that addenda issued by Sr. Procurement Analysts require authorization to release by the Procurement Manager. 10 | A u d i t 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 J a n u a r y 2 0 1 8