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.
In addition to the measures described in the courts response of February 14, 2014, court staff have created a new filing system that specifically prompts them to include documentation that such pricing is fair and reasonable.
All court staff involved in purchasing have been verbally instructed to review and follow the updated Judicial Branch Contracting Manual (JCBM) and the Local Contracting Manual for the Court of Appeal, First District (LCM), which are comprehensive. When there are questions about the manuals requirements, the AOC Business Services office can be contacted for assistance. There will be additional focus on and review of each procurement/contract for compliance with the JBCM and LCM. A draft checklist is in the process of finalization and will mirror the requirements of the JBCM and LCM.
The first district has indicated that it is developing a checklist that will include steps court staff must take to document fair and reasonable pricing on procurements under $5,000. However, the checklist has yet to be finalized and used by court staff to procure goods and services.
Agency responses received are posted verbatim.