PAP.2.4.030 Documentation

(a) General. The CPO must maintain records sufficient to detail the significant history of each procurement action. Such documentation is particularly important in the event a protest is lodged against the Tribe. It will also facilitate future purchases of similar supplies or services since it will not be necessary to recreate solicitation documents. Supporting documentation shall be manually or electronically written and placed in the manual or electronic procurement file. These records shall include, but shall not necessarily be limited to the following:

(1) Rationale for the method of procurement selected. For example, the contract file would not need to state why the CPO chose small purchase procedures to order a desk but would want to note why a non-competitive proposals was used for a roofing contract;

(2) The solicitation;

(3) Selection of contract pricing arrangement, but only if not apparent. For example, the contract file would not need to document why a firm fixed-price was used to obtain building materials;

(4) Information regarding contractor selection or rejection, including, where applicable, the negotiation memo, the source selection panel, evaluation report, cost and price analysis, email correspondence (including offers, selections, pertinent pre- and post-award discussions and negotiations, etc.);

(5) Basis for the contract price); and

(6) Contract administration issues/actions.

The level of documentation should be commensurate with the value of the procurement.

(b) Retention of Procurement Records. The Tribe shall retain all significant and material documentation and records concerning all procurements they conduct. These records must be retained for a period of three (3) years after final payment and until all matters pertaining to the contact are closed. If any claims or litigation are involved, the records shall be retained until all issues are satisfactorily resolved. A separate file for each procurement activity shall be maintained for quick reference and/or review.

(c) Audits. The TGB or its designated representative, has the right to audit all books, documents, papers, and records that are pertinent to the functionality of this ordinance. The performance of periodical audits and management reviews help determine whether the procurement actions meet the requirements set forth in this ordinance.