To improve its procurement practices and comply with the judicial contracting manual, the San Luis Obispo court should ensure that it maintains proper documentation in its procurement files to justify its decisions to enter into noncompetitive procurements, including sole-source contracts.
As of December 2014, the court implemented additional procedures in order to create and maintain the proper documentation for its procurement files. All procurements for the San Luis Obispo Superior Court will be required to include three (3) quotes from qualified vendors when requesting a purchase requisition/order.
If there are no vendors who qualify or respond under the competitive procurement process or if a reason exists not to seek additional proposals or quotes, a sole source document will be completed by the requesting department, signed by the individual authorized for that contract value.
In addition, should the SB/DVBE options not be available, the court will document this information however efforts will be made to search for additional certified vendors for compliance purposes.
The Procurement Summary form will also be completed and submitted for review and approval. Each contract file folder will contain the following documents: original request, three (3) or more quotes, a Sole-Source document, Procurement Summary. The file may also contain if appropriate, the original signed contract, purchase requisition and order, Darfur Certification and any other supporting documentation used to justify the court's decision making process.
Additional training and materials have been provided to procurement staff to ensure that this process is followed as established in the Judicial Branch Contracting Manual and in the Local Contracting Manual.
Please contact Patsy Glenn, Court Accountant II, at (805) 781-5622 or via email email@example.com for further questions or assistance.
Agency responses received are posted verbatim.