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municipalauthorities.org | 55 compromising local concerns or project-specific needs, and without jeopardizing grant/ funding agency requirements. • Advertising. While procurement codes outline the minimum requirements to ensure potential bidders have timely and equal access to bidding documents, you may need to go above and beyond those guidelines based on the nature and variables of each project. When advertising, consider the nature of the goods or services being procured and give the target audience adequate time to respond. Vendors, for example, will need more time to develop a bid for a large, complex project. Remember, if your authority fails to give reasonable notice for pre-bid meetings and other requirements, this could be viewed as exclusionary or favoring specific bidders and result in a challenge. • Selection and award. Outlining your process in advance, such as who will review the bids and proposals and the factors for awarding, promotes transparency and integrity of the process. It’s imperative to have clear documentation that outlines deficiencies that will lead to exclusion or disqualification so the authority can defend itself against a potential challenge. Public agencies that score high marks in the realm of procurement risk management share three common attributes: fairness, transparency, and the availability of a recourse mechanism. When potential bidders know up front what is expected, it’s easier for them to accept and understand your decision. • Post-award. An authority’s procurement process should not end with the award of the contract. All procurements should be reviewed shortly after conclusion to determine any issues or necessary improvements. Following up on the procurement during and after the delivery of the goods and services not only ensures the vendor is complying with the requirements and expectations but it also validates your risk management process. • Fraud-Prevention. When corrupt activities happen in the public sector, it makes headlines and adds to the negative perception of government officials. Ultimately, it’s the agency that pays the long-term price, literally and figuratively. While government procurement processes can be vulnerable to corruption, instituting basic checks and reviews by multiple people can minimize the chances A PMAA-endorsed program, PennBid is the region’s leader in e-procurement programs. Provided at absolutely no cost to public agencies and design/consulting firms, PennBid has opened doors for many to take advantage of electronic procure- ment tools. For more information about PennBid or to arrange an overview of the program, visit our website at www. pennbid.net . of corrupt or fraudulent activities and should be an integral part of any risk management program. Putting it all together The items outlined are just a starting point for incorporating risk management into your authority’s procurement process, which can yield meaningful results and possibly prevent a worst-case scenario. Taking the first step requires an authority to be open-minded to examine and improve their procurement process- or, at least testing it to see how “bullet-proof” your process is. S