Section R7-2-1115. Procurement File Contents and Review

A.      At a minimum, the school district shall retain the following for each procurement under R7-2-1106 through R7-2-1114:

1.        For each request for qualifications procurement process:

a.         If interviews were not held:

i.         The submittal of the person listed first on the final list and the submittal of each person with whom the school district enters into a contract.

ii.        The final list.

iii.      A list of the selection criteria and relative weight of selection criteria used to select the persons for the final list and to determine their order on the final list.

iv.       A list that contains the name of each person that submitted qualifications and that shows the per- son's final overall rank or score.

v.        Documents that show the final score or rank on each selection criteria of each person that sub- mitted qualifications and that support the final overall rankings and scores of the persons that submitted qualifications. The school district shall retain the individual scoring sheets for individual selection committee members.

b.        If interviews were held:

i.         All submittals of the person listed first on the final list and the submittal of each person with whom the school district enters into a contract.

ii.        The final list.

iii.      A list of the selection criteria and relative weight of selection criteria used to select the persons for the final list and to determine their order on the final list.

iv.       A list that contains the name of each person that was interviewed and that shows the person's final overall rank or score.

v.        Documents that show the final score or rank on each selection criteria of each person that was interviewed and that support the final overall rankings and scores of the persons that were interviewed. The school district shall retain the individual scoring sheets for individual selec- tion committee members.

vi.       A list of the selection criteria and relative weight of the selection criteria used to select the persons for the short list to be interviewed.

vii.     A list that contains the name of each person that submitted qualifications and that shows the per- son's final overall rank or score in the selection of the persons to be on the short list to be inter- viewed.

viii.    Documents that show the final score or rank on each selection criteria of each person that sub- mitted qualifications and that support the final overall rankings and scores of the persons that submitted qualifications. The school district shall retain the individual scoring sheets for individual selection committee members.

2.        For each request for proposals procurement process under R7-2-1111:

a.         The entire proposal submitted by the person that received the highest score in the scoring method in the request for proposals and the entire proposal sub- mitted by each person with whom the school district enters into a contract.

b.        The description of the scoring method, the list of factors in the scoring method and the number of points allocated to each factor, all as included in the request for proposals.

c.         A list that contains the name of each offeror that submitted a proposal and that shows the offeror’s final overall score.

d.        Documents that show the final score or rank on each factor in the scoring method in the request for pro- posals of each offeror that submitted a proposal and that support the final overall scores of the offerors that submitted proposals. The school district shall retain the individual scoring sheets for individual selection committee members.

B.       Information relating to each procurement under R7-2-1106 through R7-2-1114 shall be made available to the public as follows:

1.        Until the school district awards a single contract or all of the multiple contracts or terminates the  procurement, only the name of each person on the final list may be made available to the public. All other information received by the school district in response to the request for qualifications shall be confidential in order to avoid disclosure of the contents that may be prejudicial to com- peting respondents during the selection process.

2.        After the school district awards a single contract or all of the multiple contracts or terminates the procurement, the school district shall make the contents of the procurement file, except the proposals and statements of qualifications submitted in response to a solicitation and the documents described in subsections (A)(1)(a)(v), (A)(1)(b)(v), (A)(1)(b)(viii), and (A)(2)(d), available to the public.

3.        After the school district has entered into a single contract or all of the multiple contracts or has terminated the pro- curement, the school district shall make the proposals and statements of qualifications and the documents described in subsections (A)(1)(a)(v), (A)(1)(b)(v), (A)(1)(b)(viii), and (A)(2)(d) available to the public.

4.        To the extent that an offeror designates and the school district concurs, trade secrets and other proprietary data contained in a proposal or statement of qualifications shall remain confidential.

5.        If the procurement file contains information that is confi- dential under R7-2-1006, a copy of the applicable docu- ments with the confidential information redacted shall be placed in the procurement file for the purpose of public inspection. The unredacted original copy of the confiden- tial information shall be placed in a sealed envelope or other appropriate container, identified as confidential information, and maintained in the procurement file.

C.      The school district shall retain the records of a procurement under R7-2-1106 through R7-2-1114 in accordance with R7-2- 1085.

Historical Note

Adopted effective December 17, 1987 (Supp. 87-4).

Amended effective March 21, 1991 (Supp. 91-1).

Amended effective October 22, 1992 (Supp. 92-4). Sec- tion repealed; new Section made by final exempt rulemaking at 21 A.A.R. 1525, effective July 1, 2015

(Supp. 15-3).