Audit of Bid Specification Requirements for Soliciations, January 2018

3. Verification of required qualifications . Observation During the review of the 51 sampled solicitations, the auditor determined that proof of required certification was not obtained or documented for four (4) awarded bidders. The items identified are listed below: • Three (3) solicitations required that the bidders must have specific licenses and/or certifications. Proof of the specific licenses and/or certifications were not obtained from the three (3) awarded vendors. • One (1) pre-qualification solicitation required that copies of certifications be provided in order to be deemed responsive. One (1) of the twelve (12) bidders was deemed responsive without the required proof of certifications. Recommendation To ensure bidders meet the requirements outlined in the solicitations, the County should consistently request and obtain proof of licenses and certifications, as specified in the solicitation. Management Response Before a vendor is awarded a contract or a purchase order the successful vendor must be deemed responsive. To be responsive a vendor is required to fully conform to the requirements stated in the solicitation documents, including holding specified licenses and certifications. The results of the responsiveness review are contained on the responsive and responsible vendor matrix which accompanies the NORA. To ensure vendors are correctly deemed responsive the procurement practitioner shall duplicate the minimum qualifications of a given solicitation onto the NORA thereby specifying the licensure, certification and/or other documentation required by the solicitation documents. In addition, proof of the stated licensure, certification or other documentation shall be attached to the NORA for review. Procurement leadership shall not approve the NORA without evidence of proper licensure and/or certification. 9 | 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