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municipalauthorities.org | 33 so assessments should be revisited periodically. Key procurement phases Now that the importance of risk management is understood, along with the basic steps to develop your plan, let’s break down the major phases of the procurement process along with some points to consider: ¾ Internal processes: Evaluate your purchasing process and the employees who oversee it. These operations should be well-organized with clearly established protocols that follow applicable laws and regulations. Monitoring, reporting, and internal controls are important tools to promote adherence and consistency. Since public inquiries and Right-to-Know Law requests are common, it’s essential to be transparent and clearly document all procurement steps. ¾ Procurement documents: Preparing bidding and contract documents is often the most critical phase because they define the authority’s procurement needs to potential vendors. Documents should be comprehensive, transparent, and free from restrictions or conditions that would unduly discriminate against any bidders or groups. The description of the goods or services being purchased, as well as the quality of performance (contractual needs and legal requirements), must be clearly stated so vendors understand deliverables and how they will be evaluated. At times, authorities don’t identify the requisite qualifications, experience, and performance standards. Instead, they focus primarily on the lowest cost. Failing to include prerequisites can increase risks, particularly when an authority attempts to disqualify a bidder based on unclear criteria. This can result in added legal costs, delays, and substandard deliverables. Documents should also outline any unique requirements imposed on vendors triggered by funding sources and other agencies involved in the project. ¾ Advertising: While procurement codes outline the minimal requirements to ensure potential bidders have timely and equal access to bidding documents, you may need to go above and beyond those guidelines based on the type of project or time of the year. When advertising, consider the nature of the good or service being procured and give the target audience adequate time to respond. Vendors, Contact us today! rettew@rettew.com 1-800-738-8395 rettew.com | PA - OH - WV Continued on page 46.