Section R7-2-1123. Procurement File Contents and Review for Pro- curements Conducted under R7-2-1117 through R7-2-1121

A.      At a minimum, the school district shall retain the following for each procurement under R7-2-1117 through R7-2-1121:

1.        If interviews were not held:

a.         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. If the procure- ment has multiple final lists, the school district shall retain 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, for each final list.

b.        The final list or final lists.

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

d.        A list that contains the name of each person that sub- mitted qualifications and that shows the  person's final overall rank or score.

e.         Documents that show the final score or rank on each selection criteria of each person that submitted qual- ifications and that support the final overall rankings and scores of the persons that submitted qualifica- tions. The school district shall retain the individual scoring sheets for  individual selection committee members.

2.        If interviews were held:

a.         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. If the procure- ment has multiple final lists, the school district shall retain 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, for each final list.

b.        The final list or final lists.

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

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

e.         Documents that show the final score or rank on each selection criteria of each person that was inter- viewed 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 selection committee members.

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

g.        A list that contains the name of each person that sub- mitted qualifications and that shows the  person's final overall rank or score in the selection of the per- sons to be on the short list or short lists to be inter- viewed.

h.        Documents that show the final score or rank on each selection criteria of each person that submitted qual- ifications and that support the final overall rankings and scores of the persons that submitted qualifica- tions. The school district shall retain the individual scoring sheets  for individual  selection committee members.

B.       Information relating to each procurement under R7-2-1117 through R7-2-1121 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 statements of qualifications and the docu- ments described in subsections (A)(1)(e), (A)(2)(e), and (A)(2)(h), 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 statements of qualifications and the documents described in subsections (A)(1)(e), (A)(2)(e), and (A)(2)(h) available to the public.

4.        To the extent that a person designates and the school dis- trict concurs, trade secrets and other proprietary data con- tained in a 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 R7-2-1117 through R7-2-1121 in accordance with R7-2- 1085.

Historical Note

Adopted effective December 17, 1987 (Supp. 87-4). Sec- tion repealed; new Section made by final exempt rulemaking at 21 A.A.R. 1525, effective July 1, 2015

(Supp. 15-3).