The first, fifth, and sixth districts should develop procedures to ensure that they consistently maintain documentation of their determinations that the pricing obtained is fair and reasonable for procurements under $5,000.
The Sixth District Court of Appeal is now utilizing a Buyers Checklist for Non-Competitive procurements under $5,000 (attached). Each buyer will use this checklist to document vendors contacted and quotes received for these procurements. The checklist on page two will be where the buyer will document the obtaining of a fair and reasonable price being obtained for these procurements. This checklist is still considered an interim checklist as during the next few months in coordination with the other districts we will complete a more standardized checklist for general use. This and other checklists and logs will be part of the anticipated training on procurements and training to be provided by the AOC later this calendar year.
Additionally, a file will be maintained for all procurements under $5,000 where a control log (attached), the checklists, and any other appropriate documentation will be placed. This will provide a central location / file of documentation for management or any other party to review for these procurements.
The Sixth District now maintains a log documenting procing obtained is fair and reasonable for procurements under $5,000.
Although the sixth district maintains a log of invoices, it does not have any procedure in place to ensure that staff consistently maintain documentation of their determinations that the pricing obtained is fair and reasonable for procurements under $5,000.
†Response Type refers to the interval in which the auditee is providing the State Auditor with their status in implementing recommendations made in an audit report. Auditees must submit a response regarding their progress in implementing recommendations from our reports at three intervals from the release of the report: 60 days, six months, and one year or subsequent to one year.
*Agency responses received after June 2013 are posted verbatim.