The Vendor is required to provide to conduct an independent performance assessment of the agency’s micro-procurement process, evaluating end-to-end compliance, internal controls, and risk vulnerabilities, and deliver actionable recommendations to strengthen governance and efficiency.
- Conduct a full-lifecycle review of micro-procurement activities, from end-user request to accounting reconciliation.
- Evaluate the degree to which micro-procurement practices across all participating departments align with established procurement policies and procedures and assess the effectiveness of monitoring and communication mechanisms in supporting consistent compliance. Identify process improvement opportunities to reduce procedural variances and mitigate related operational or compliance risks.
- Identify functions within the overall micro-procurement workflow, spanning all relevant departments that may be more efficiently managed or coordinated in other areas of the organization. Provide recommendations for optimal role distribution to strengthen internal controls, enhance efficiency, and improve cross-departmental coordination.
- Recommend process improvements, technology enhancements, and policy changes to increase compliance, transparency, and efficiency across departments.
- Engage stakeholders across procurement, finance/accounting, operations, and senior leadership to gather input and test recommendations.
- Identify system and process inefficiencies that prohibit vendor oversight and audits within Procurement. For purposes of testing transactions, proposers should plan to review the prior fiscal year and the current fiscal year to ensure the assessment reflects both historical and in-progress activity.
- The total professional hours for this engagement shall not exceed 275 hours
- Process Mapping & Documentation
• Map the micro-procurement process from initiation to payment.
• Identify key decision points, approval authorities, and documentation requirements.
• Highlight where workflows are inefficient, redundant, or lack adequate internal control.
• Outline spend analysis processes to detect unusual patterns, unauthorized purchases, and/or budget overruns.
- Compliance & Internal Controls Review
• Test a representative sample of transactions, drawn from the prior fiscal year and the current fiscal year, for compliance with micro-purchase thresholds, price reasonableness determinations, vendor rotation, and documentation standards.
• Assess whether individual transactions, when aggregated over a defined period, exceed competitive bidding thresholds, and review the adequacy of current controls to prevent this type of cumulative overspend.
• Evaluate the design and operating effectiveness of internal controls, including segregation of duties, and recommend optimal task allocation to improve transparency, efficiency, compliance, process control, identify discretionary powers, and establish foundations for integrity.
- Cross-Departmental Integration & Role Alignment
• Evaluate how systems, processes, and responsibilities are distributed across all departments that touch the micro procurement process, from initiation to payment.
• Identify opportunities where responsibilities could be more effectively performed or coordinated in other parts of the organization to improve efficiency, compliance, and internal controls.
• Recommend procedures for efficient handoffs, clear role definitions, and stronger cross-departmental collaboration.
- Risk Assessment & Best Practices Benchmarking
• Identify risks that could result in financial leakage, reduced competitive advantage, or misalignment with procurement regulations.
• Review transaction patterns to identify trends that may indicate opportunities for process improvement or enhanced procurement planning.
• Compare current monitoring practices to peer agencies and industry standards for internal financial oversight of procurement-related workflows.
- Contract Period/Term: 1 year
- Pre-Proposal Meeting (Non-Mandatory) Date: January 9, 2026
- Questions/Inquires Deadline: January 12, 2026
