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The Board and District officials did not outline in the procurement policy or develop procedures indicating how they would procure professional services, including whether they would request proposals or the timeline for how often competition would be solicited. Although professional services are an exception Although for competitive bidding, seeking competition may be an opportunity to generate professional cost savings and ensure that the professional services meet the District’s needs. services The Business Administrator and Director of Pupil Services, who is responsible for procuring student services, told us that some vendors used for student services are an had to be used by the District because they were the only vendors available in exception for the area or that had availability for student placement. However, the Board did not outline instances or situations, in the procurement policy or by resolution, competitive indicating when they would not use a competitive process to obtain professional bidding, services. seeking When officials do not seek competition for professional services in a timely manner, they lack assurance that services are procured in the most economical competition way, in the best interest of taxpayers and without favoritism. may be an What Do We Recommend? opportunity The Board should: to generate 1. Monitor or require the Business Administrator, as the purchasing agent, to cost savings monitor compliance with GML bidding requirements. and ensure 2. Update the procurement policy and procedures, as required by GML, to that the indicate when officials must seek competition and outline procedures for determining the competitive method that must be used for purchases not professional subject to competitive bidding requirements. services meet 3. Monitor or designate the Business Administrator, as the purchasing agent, the District’s to enforce and monitor compliance with the Board-adopted procurement policy. needs. The Business Administrator should: 4. Ensure all purchase contracts over $20,000 are competitively bid as required by GML. 5. Become familiar with the updated procurement policy and procedures, and ensure all employees obtain, document and retain the required number of quotes or other method of obtaining competitive pricing, as required by the procurement policy, for all goods and services purchased below the bidding threshold. 6 Of f ic e of t he New York State Comptroller