Within the procurement section of the USFR, multiple questions are centered around if a school district has maintained documentation showing due diligence and written determinations were completed regarding cooperative agreements used by the district. The Arizona Auditor General defines these as:
When a district is completing its due diligence, a district created checklist will suffice as documentation of where procurement personnel can go through. The checklist will also document that the district reviewed the cooperatives procurement compliance questionnaire. If the compliance questionnaire is unavailable, the district should review a sample of cooperative contract documents from the vendors such as:
As mentioned before, the written determination can be the final step in the due diligence process. This is where district personnel can write a short two to three sentence rationale supporting why the cooperative/vendor is most advantageous to the district’s needs.
This documentation is important to have on file, and complete before the cooperative agreement is used for purchasing. The district official who completes these items should sign and date when completed to further back up the district’s documentation and for use in the upcoming audit.
For more information on this topic, or to learn how Baker Tilly specialists can help, contact our team.