reglab/statecodes huggingface dataset:
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-506 - Source Selection Method: Determination Factors

Current through Register Vol. 30, No. 28, July 12, 2024
A. The procurement officer shall determine
				the applicable source selection method for a procurement, estimating the
				aggregate dollar amount of the contract and ensuring that the procurement is
				not artificially divided, fragmented, or combined to circumvent A.R.S.
				§§
									5-559
				and
				41-2501(G).
B. If the procurement officer believes that
				an existing Arizona state contract is sufficient to satisfy the Lottery's
				requirements, the procurement officer may procure those materials and services
				covered by such contracts.
C. The procurement
				officer shall not award a contract or incur an obligation on behalf of the
				Lottery unless sufficient funds are available for the procurement, consistent
				with A.R.S. §
									35-154.
				If it is reasonable to believe that sufficient funds will become available for
				a procurement, the procurement officer may issue a notice with the solicitation
				indicating that funds are not currently available and that any contract awarded
				will be conditioned upon the availability of funds.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-507 - Solicitation

Current through Register Vol. 30, No. 28, July 12, 2024
A. The procurement
				officer shall issue a solicitation at least 14 days before the offer due date
				and time, unless the procurement officer determines a shorter time is necessary
				for a particular procurement. If a shorter time is necessary, the procurement
				officer shall document the specific reasons in the procurement file.
B. The procurement officer shall:
1. Advertise the procurement not less than
				two weeks before offer due date at least one time in a newspaper of general
				circulation and place the notice on the Lottery web site; and
2. At a minimum, provide written notice to
				the prospective suppliers that have registered with the Lottery's procurement
				officer for the specific material, service, or construction
				solicited.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-508 - Bid Solicitation Requirements

Current through Register Vol. 30, No. 28, July 12, 2024
The procurement officer shall include the following in the
				  solicitation:
1. Instruction to
				offerors, including:
a. Instructions and
				information to offerors concerning the offer submission requirements, offer due
				date and time, the location where offers or other documents will be received,
				and the offer acceptance period;
b.
				The deadline date for requesting a substitution or exception to the
				solicitation;
c. The manner by
				which the offeror is required to acknowledge amendments;
d. The minimum required information in the
				offer;
e. The specific requirements
				for designating trade secrets and other proprietary information as
				confidential;
f. Any specific
				responsibility criteria;
g. Whether
				the offeror is required to submit samples, descriptive literature, or technical
				data with the offer;
h. Any
				evaluation criteria;
i. A statement
				of where documents incorporated by reference are available for inspection and
				copying;
j. A statement that the
				agency may cancel the solicitation or reject an offer in whole or in
				part;
k. Certification by the
				offeror that submission of the offer did not involve collusion or other
				anticompetitive practices;
l.
				Certification by the offeror of compliance with A.R.S. §
										41-3532
				when offering electronics or information technology products, services, or
				maintenance;
m. That the offeror is
				required to declare whether the offeror has been debarred, suspended, or
				otherwise lawfully prohibited from participating in any public procurement
				activity, including, but not limited to, being disapproved as a subcontractor
				of any public procurement unit or other governmental body;
n. Any bid security required;
o. The means required for submission of an
				offer. The solicitation shall specifically indicate whether hand delivery, U.S.
				mail, electronic mail, facsimile, or other means are acceptable methods of
				submission;
p. Any designation of
				the specific bid items and amounts to be recorded at offer opening;
				and
q. Any other offer submission
				requirements;
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-509 - Request for Proposal Solicitation Requirements

Current through Register Vol. 30, No. 28, July 12, 2024
The procurement officer shall include the following in the
				  solicitation:
1. Instructions to
				offerors, including:
a. Instructions and
				information to offerors concerning the offer submission requirements, offer due
				date and time, the location where offers will be received, and the offer
				acceptance period;
b. The deadline
				date for requesting a substitution or exception to the solicitation;
c. The manner by which the offeror is
				required to acknowledge amendments;
d. The minimum information required in the
				offer;
e. The specific requirements
				for designating trade secrets and other proprietary information as
				confidential;
f. Any specific
				responsibility or susceptibility criteria;
g. Whether the offeror is required to submit
				samples, descriptive literature, and technical data with the offer;
h. Evaluation factors and the relative order
				of importance;
i. A statement of
				where documents incorporated by reference are available for inspection and
				copying;
j. A statement that the
				agency may cancel the solicitation or reject an offer in whole or in
				part;
k. Certification by the
				offeror that submission of the offer did not include collusion or other
				anticompetitive practices;
l.
				Certification by the offeror of compliance with A.R.S. §
										41-3532
				when offering electronics or information technology products, services, or
				maintenance;
m. That the offeror
				is required to declare whether the offeror has been debarred, suspended, or
				otherwise lawfully prohibited from participating in any public procurement
				activity, including, but not limited to, being disapproved as a subcontractor
				of any public procurement unit or other governmental body;
n. Any offer security required;
o. The means required for submission of
				offer. The solicitation shall specifically indicate whether hand delivery, U.S.
				mail, electronic mail, facsimile, or other means are acceptable methods of
				submission;
p. Any cost or pricing
				data required;
q. The type of
				contract to be used;
r. A statement
				that negotiations may be conducted with offerors reasonably susceptible of
				being selected for award; and
s.
				Any other offer requirements specific to the solicitation.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-510 - Pre-Offer Conferences

Current through Register Vol. 30, No. 28, July 12, 2024
The procurement officer may conduct one or more pre-offer
				  conferences. If a pre-offer conference is conducted for a solicitation, it
				  shall be within a reasonable time prior to the offer due date and time to
				  discuss the procurement requirements and solicit comments from prospective
				  offerors. Amendments to the solicitation may be issued, if necessary, in
				  accordance with
				  R19-3-511.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-511 - Solicitation Amendment

Current through Register Vol. 30, No. 28, July 12, 2024
A. The
				procurement officer shall issue a solicitation amendment to do any or all of
				the following:
1. Make changes in the
				solicitation,
2. Correct defects or
				ambiguities,
3. Provide additional
				information or instructions, or
4.
				Extend the offer due date and time if the procurement officer determines that
				an extension is in the best interest of the Lottery.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-512 - Modification or Withdrawal of Offer before Offer Due Date and Time

Current through Register Vol. 30, No. 28, July 12, 2024
A. An offeror may
				modify or withdraw its offer, in writing, before the offer due date and
				time.
B. The procurement officer
				shall place the document submitted by the offeror in the procurement file as a
				record of the modification or withdrawal.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-513 - Cancellation of a Solicitation before Offer Due Date and Time

Current through Register Vol. 30, No. 28, July 12, 2024
A. Based on the
				best interest of the Lottery, the procurement officer may cancel a solicitation
				before the offer due date and time.
B. The procurement officer shall notify
				suppliers to whom the procurement officer distributed the
				solicitation.
C. The procurement
				officer shall not open offers after cancellation. The procurement officer may
				discard the offer after 30 days from notice of solicitation cancellation,
				unless the offeror requests the offer be returned.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-514 - Receipt, Opening, and Recording of Offers

Current through Register Vol. 30, No. 28, July 12, 2024
A. The procurement officer shall maintain a
				record of offers received for each solicitation and shall record the time and
				date when an offer is received. The procurement officer shall store each
				unopened offer in a secure place until the offer due date and time.
B. The Lottery may open an offer to identify
				the offeror. If this occurs, the procurement officer shall record the reason
				for opening the offer, the date and time the offer was opened, and the
				solicitation number. The procurement officer shall secure the offer and retain
				it for public opening.
C. For a bid
				solicitation, the procurement officer shall open offers after the offer due
				date and time. The procurement officer shall record the name of each offeror,
				the amount of each offer, and any other relevant information as determined by
				the procurement officer. The procurement officer shall make the record of
				offers available for public viewing.
D. For a proposal solicitation, the
				procurement officer shall open offers after the offer due date and time. The
				procurement officer shall record the name of each offeror and any other
				relevant information as determined by the procurement officer. The procurement
				officer shall make the record of offers available for public viewing.
E. Except for the information identified in
				subsections (C) and (D), the procurement officer shall ensure that information
				contained in the offer remains confidential until the contract becomes
				effective and binding and is shown only to those persons assisting in the
				evaluation process and the Lottery Commissioners, after award, and before the
				contract becomes effective and binding.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-515 - Late Offers, Modifications, Withdrawals

Current through Register Vol. 30, No. 28, July 12, 2024
A. If an offer, modification, or withdrawal
				is received after the due date and time, at the location designated in the
				solicitation, the procurement officer shall determine the offer, modification,
				or withdrawal as late.
B. The
				procurement officer shall reject a late offer, modification, or withdrawal
				unless:
1. The document is received before
				the contract award at the location designated in the solicitation;
				and
2. The document would have been
				received by the offer due date and time, but for the action or inaction of
				Lottery personnel.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-516 - Cancellation of Solicitation after Receipt of Offers and before Award

Current through Register Vol. 30, No. 28, July 12, 2024
A. Based on the
				best interest of the Lottery, the procurement officer may cancel a solicitation
				after offer due date and time. The procurement officer shall prepare a written
				justification for cancellation and place it in the procurement file.
B. The procurement officer shall notify
				offerors of the cancellation in writing.
C. The procurement officer shall retain
				offers received under the cancelled solicitation in the procurement file. If
				the Lottery intends to issue another solicitation within six months after
				cancellation of the procurement, the procurement officer shall withhold the
				offers from public inspection. After award of a contract under the subsequent
				solicitation, the procurement officer shall make offers submitted in response
				to the cancelled solicitation available for public inspection except for
				information determined to be confidential pursuant to
				R19-3-503.
D. In the event of cancellation, the
				procurement officer shall promptly return any bid security provided by an
				offeror.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-517 - One Offer Received

Current through Register Vol. 30, No. 28, July 12, 2024
A. If only
				one offer is received in response to a solicitation, the procurement officer
				shall review the offer and either:
1. Award
				the contract to the offeror and prepare a written determination that:
a. The price submitted is fair and reasonable
				under
				R19-3-550,
b. The offer is responsive, and
c. The offeror is responsible, or
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-518 - Offer Mistakes Discovered After Offer Opening and Before Award

Current through Register Vol. 30, No. 28, July 12, 2024
A. If an apparent
				mistake in an offer, relevant to the award determination, is discovered after
				opening and before award, the procurement officer shall contact the offeror for
				written confirmation of the offer. The procurement officer shall designate a
				time-frame within which the offeror shall either:
1. Confirm that no mistake was made and
				assert that the offer stands as submitted; or
2. Acknowledge that a mistake was made, and
				include all of the following in a written response:
a. Explanation of the mistake and any other
				relevant information,
b. A request
				for correction including the corrected offer or a request for withdrawal,
				and
c. The reasons why correction
				or withdrawal is consistent with fair competition and in the best interest of
				the Lottery.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-519 - Extension of Offer Acceptance Period

Current through Register Vol. 30, No. 28, July 12, 2024
A. To extend the offer acceptance period, the
				procurement officer shall notify all offerors in writing of an extension and
				request written concurrence from each offeror.
B. To be eligible for a contract award, an
				offeror shall submit a written concurrence to the extension. The procurement
				officer shall reject an offer as nonresponsive if written concurrence is not
				provided as requested.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-520 - Determination of Not Susceptible for Award

Current through Register Vol. 30, No. 28, July 12, 2024
A. The procurement officer may determine at
				any time during the evaluation period and before award that an offer is not
				susceptible for award. The procurement officer shall place a written
				determination, based on one or more of the following, in the procurement file:
1. The offer fails to substantially meet one
				or more of the mandatory requirements of the solicitation;
2. The offer fails to comply with any
				susceptibility criteria identified in the solicitation; or
3. The offer is not susceptible for award in
				comparison to other offers based on the criteria set forth in the solicitation.
				When there is doubt as to whether an offer is susceptible for award, the offer
				should be included for further consideration.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-521 - Bid Evaluation

Current through Register Vol. 30, No. 28, July 12, 2024
A. The
				procurement officer shall evaluate offers to determine which offer provides the
				lowest cost to the Lottery in accordance with any objectively measurable
				factors set forth in the solicitation.
B. The procurement officer may consider life
				cycle costs and application benefits when evaluating offers for the procurement
				of materials.
C. The procurement
				officer shall conduct an evaluation to determine whether an offeror is
				responsive, based upon the requirements set forth in the solicitation. The
				procurement officer shall reject as nonresponsive any offer that does not meet
				the solicitation requirements.
D.
				If there are two or more low, responsive offers from responsible offerors that
				are identical in price, the procurement officer shall make the award by drawing
				lots. If time permits, the procurement officer shall provide the offerors
				involved an opportunity to attend the drawing. The procurement officer shall
				ensure that the drawing is witnessed by at least one person other than the
				procurement officer.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-522 - Clarification of Proposal Offers

Current through Register Vol. 30, No. 28, July 12, 2024
A.
				The purpose for clarifications is to provide for a greater mutual understanding
				of the offer. Clarifications are not negotiations and material changes to the
				request for proposal or offer shall not be made by clarification.
B. The procurement officer may request
				clarifications from offerors at any time after receipt of offers.
				Clarifications may be requested orally or in writing. If clarifications are
				requested orally, the offeror shall confirm the request in writing. A request
				for clarifications shall not be considered a determination that the offeror is
				susceptible for award.
C. The
				procurement officer shall retain any clarifications in the procurement
				file.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-523 - Proposal Negotiations with Responsible Offerors and Revisions of Offers

Current through Register Vol. 30, No. 28, July 12, 2024
A. The procurement
				officer shall establish procedures and schedules for conducting negotiations.
				The procurement officer shall ensure there is no disclosure of one offeror's
				price or any information derived from competing offers to another
				offeror.
B. Negotiations may be
				conducted orally or in writing. If oral negotiations are conducted, the
				procurement officer shall confirm the negotiations in writing and provide the
				document to the offeror.
C. If
				negotiations are conducted, negotiations shall be conducted with all offerors
				determined to be reasonably susceptible for award. Offerors may revise offers
				based on negotiations provided that any revision is confirmed in
				writing.
D. The procurement officer
				may conduct negotiations with responsible offerors to improve offers in such
				areas as cost, price, specifications, performance, or terms, to achieve best
				value for the Lottery based on the requirements and the evaluation factors set
				forth in the solicitation.
E.
				Responsible offerors determined to be susceptible for award, with which
				negotiations have been held, may revise their offer in writing during
				negotiations.
F. An offeror may
				withdraw an offer at any time before the best and final offer due date and time
				by submitting a written request to the procurement officer.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-524 - Offer Revisions and Best and Final Offers

Current through Register Vol. 30, No. 28, July 12, 2024
A. The procurement officer may request
				written revisions to an offer. The procurement officer shall include in the
				written request:
1. The date, time, and place
				for submission of offer revisions; and
2. A statement that if offerors do not submit
				a written notice of withdrawal or a written offer revision, their immediate
				previous written offer will be accepted as their final offer.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-525 - Evaluation of Proposal Offers

Current through Register Vol. 30, No. 28, July 12, 2024
A. The
				procurement officer shall evaluate offers and best and final offers based on
				the evaluation criteria contained in the request for proposals. The procurement
				officer shall not modify evaluation criteria or their relative order of
				importance after offer due date and time.
B. The procurement officer may appoint an
				evaluation committee to assist in the evaluation of offers. If offers are
				evaluated by an evaluation committee, the evaluation committee shall prepare an
				evaluation report for the procurement officer. This evaluation report shall
				supersede all previous draft evaluations or evaluation reports. The procurement
				officer may:
1. Accept or reject the findings
				of the evaluation committee,
2.
				Request additional information from the evaluation committee, or
3. Replace the evaluation
				committee.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-526 - Responsibility Determinations

Current through Register Vol. 30, No. 28, July 12, 2024
A. The
				procurement officer shall determine before an award whether an offeror is
				responsible or nonresponsible.
B.
				The procurement officer shall consider the following factors before determining
				that an offeror is responsible or nonresponsible:
1. The offeror's financial, business,
				personnel, or other resources, such as subcontractors;
2. The offeror's record of performance and
				integrity;
3. Whether the offeror
				has been debarred or suspended;
4.
				Whether the offeror is legally qualified to contract with the
				Lottery;
5. Whether the offeror
				promptly supplied all requested information concerning its responsibility;
				and
6. Whether the offeror meets
				the responsibility criteria specified in the solicitation.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-527 - Bid Contract Award

Current through Register Vol. 30, No. 28, July 12, 2024
A. The
				procurement officer shall award the contract to the lowest responsible and
				responsive offeror whose offer conforms in all material respects to the
				requirements and criteria set forth in the solicitation. Unless otherwise
				provided in the solicitation, an award may be made for an individual line item,
				any group of line items, or all line items.
B. The procurement officer shall keep a
				record showing the basis for determining the successful offeror or offerors in
				the procurement file.
C. The
				procurement officer shall notify the Director and the Lottery Commission of an
				award. The award will be final and binding unless rejected by the Lottery
				Commission at a meeting held within 14 calendar days after the award is
				communicated to the Commissioners. The procurement officer shall send notice of
				the meeting to all offerors.
D.
				After an award becomes effective and binding, the procurement officer shall
				return any bid security provided by the offeror.
E. Within 3 days after an award is effective
				and binding, the procurement officer shall make the procurement file, including
				all offers, available for public inspection, redacting information that is
				confidential under
				R19-3-503.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-528 - Proposal Contract Award

Current through Register Vol. 30, No. 28, July 12, 2024
A. The
				procurement officer shall award the contract to the responsible offeror whose
				offer is determined to be most advantageous to the Lottery based on the
				evaluation factors set forth in the solicitation. The procurement officer shall
				make a written determination explaining the basis for the award and place it in
				the procurement file.
B. The procurement
				officer shall notify the Director and the Lottery Commission of an award. The
				award will be final and binding unless rejected by the Lottery Commission at a
				meeting held within 14 calendar days after the award is communicated to the
				Commissioners. The procurement officer shall send notice of the meeting to all
				offerors.
C. If the procurement
				officer makes a written determination that it is in the best interest of the
				Lottery that the award not be made public until reviewed by the Lottery
				Commission, the Director may authorize a meeting of the Lottery Commission to
				be held for consideration of the award.
1. The
				Director shall provide notice of the meeting in compliance with Open Meeting
				Law, including notice of an executive session to provide information concerning
				the award and the procurement officer's evaluation of the offers.
2. The Lottery Commission shall not take
				action in the executive session.
3.
				In open meeting the Lottery Commission may vote to approve or reject the award.
				The Lottery Commission may also direct that it will reject the award unless
				further negotiations occur regarding specified issues. If further negotiations
				are directed, the procurement officer shall withhold the recommended award from
				public inspection.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-529 - Mistakes Discovered after Bid Award

Current through Register Vol. 30, No. 28, July 12, 2024
A. If a mistake in the offer is discovered
				after the award, the offeror may request withdrawal or correction in writing
				and shall include all of the following in the written request:
1. Explanation of the mistake and any other
				relevant information,
2. A request
				for correction including the corrected offer or a request for withdrawal,
				and
3. The reasons why correction
				or withdrawal is consistent with fair competition and in the best interest of
				the Lottery.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-530 - Mistakes Discovered after Proposal Award

Current through Register Vol. 30, No. 28, July 12, 2024
A. If a mistake in the offer is discovered
				after the award, the offeror may request correction or withdrawal in writing,
				and shall include all of the following in the written request:
1. Explanation of the mistake and any other
				relevant information,
2. A request
				for correction including the corrected offer or a request for withdrawal,
				and
3. The reasons why correction
				or withdrawal is consistent with fair competition and in the best interest of
				the Lottery.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-531 - Procurements not Exceeding the Amount Prescribed in A.R.S. Section 41-2535

Current through Register Vol. 30, No. 28, July 12, 2024
For purchases not exceeding the amount prescribed in A.R.S.
				  §
									41-2535,
				  the procurement officer shall issue a request for quotation under
				  R19-3-532
				  unless any of the following apply:
1.
				The purchase can be made from a state or agency contract,
2. The purchase can be made from a set-aside
				organization as established in A.R.S. §
									41-2636,
3. The purchase is not expected to exceed
				$10,000.00, or
4. The procurement
				officer makes a written determination that competition is not practicable under
				the circumstances. The purchase shall be made with as much competition as is
				practicable under the circumstances.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-532 - Solicitation - Request for Quotation

Current through Register Vol. 30, No. 28, July 12, 2024
A. A request for quotation shall be issued
				for purchases estimated to exceed $10,000 but less than that specified in
				A.R.S. §
									41-2535.
				The procurement officer shall include the following in the solicitation:
1. Offer submission requirements, including
				offer due date and time, where offers will be received, and offer acceptance
				period;
2. Any purchase
				description, specifications, delivery or performance schedule, and inspection
				and acceptance requirements;
3. The
				minimum information that the offer shall contain;
4. Any evaluation factors;
5. Whether negotiations may be
				held;
6. Any contract options
				including renewal or extension;
7.
				The uniform terms and conditions by text or reference; and
8. Any other terms, conditions, or
				instructions specific to the procurement.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-534 - Quotation Contract Award

Current through Register Vol. 30, No. 28, July 12, 2024
A. If
				only one responsive offer is received, the procurement officer shall determine
				if the price is fair and reasonable, and in the best interest of the Lottery to
				award a contract, and place the determination in the procurement file. If time
				permits, the procurement officer may initiate a second request for quotation if
				it is reasonable to believe that additional responses will be
				received.
B. The procurement
				officer shall award a contract to the small business determined to be most
				advantageous to the Lottery in accordance with any evaluation factors
				identified in the request for quotation.
C. The procurement officer shall notify the
				Director and the Lottery Commission of an award. The award will be final and
				binding unless rejected by the Lottery Commission at a meeting held within 14
				calendar days after the award is communicated to the Commissioners. The
				procurement officer shall send notice of the meeting to all offerors.
D. The procurement officer shall make the
				procurement file available to the public on the date the contract award becomes
				effective and binding.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-535 - Sole Source Procurements

Current through Register Vol. 30, No. 28, July 12, 2024
A. For the
				purposes of this Section, the term "sole-source procurement" means a material
				or service procured without competition when:
1. There is only a single source for the
				material or service, or
2. No
				reasonable alternative source exists.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-536 - Emergency Procurements

Current through Register Vol. 30, No. 28, July 12, 2024
A. For the
				purposes of this Section, the term "emergency" means any condition creating an
				immediate and serious need for materials, services, or construction in which
				the Lottery's best interests are not met through the use of other
				source-selection methods. The condition must seriously threaten the functioning
				of the Lottery, the preservation or protection of property, or the health or
				safety of a person.
B. This Section
				applies to only emergency procurements, estimated to exceed the amount
				prescribed in A.R.S. §
									41-2535.
				The procurement officer may procure a material or service without competition
				when there is an emergency by complying with this Section.
C. A Lottery employee with the approval of
				the immediate supervisor or the Director may proceed with an emergency
				procurement without approval from the procurement officer if the emergency
				necessitates immediate response and it is impracticable to contact the
				procurement officer. The supervisor or Director shall submit a written
				confirmation of the emergency procurement to the procurement officer within
				five working days of the emergency.
D. An emergency procurement shall be limited
				to such actions necessary to address the emergency.
E. An emergency procurement shall employ
				maximum competition, given the circumstances, to protect the interests of the
				Lottery.
F. The procurement officer
				shall keep a record of all emergency procurements.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-537 - Competition Impracticable Procurements

Current through Register Vol. 30, No. 28, July 12, 2024
A. For the purposes of this Section,
				"competition impracticable" means a procurement requirement exists which makes
				compliance with A.R.S. §
									5-559
				and these rules impracticable, unnecessary, or contrary to the public interest,
				but which is not an emergency under R19-3-536. Procurements with a documented
				lack of available vendors in the marketplace and which require an open and
				continuous availability of offerors may be procured by this method.
B. The procurement officer shall make a
				written determination that includes the following information:
1. An explanation of the competition
				impracticable need and the unusual or unique situation that makes compliance
				with A.R.S. §
										5-559
				and these rules impracticable, unnecessary, or contrary to the public
				interest;
2. A definition of the
				proposed procurement process to be utilized and an explanation of how this
				process will foster as much competition as is practicable;
3. An explanation of why the proposed
				procurement process is advantageous to the Lottery; and
4. The scope, duration, and estimated total
				dollar value of the procurement need.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-538 - Request for Information

Current through Register Vol. 30, No. 28, July 12, 2024
The procurement officer may issue a request for information
				  to obtain price, delivery, technical information or capabilities for planning
				  purposes.
1. Responses to a request
				for information are not offers and cannot be accepted to form a binding
				contract.
2. Information contained
				in a response to a request for information shall be considered confidential
				until the procurement process is concluded or two years, whichever occurs first
				unless authorized by the procurement officer.
3. There is no required format to be used for
				requests for information.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-539 - Demonstration Projects

Current through Register Vol. 30, No. 28, July 12, 2024
A. The
				procurement officer may award a contract for a demonstration project. The
				written determination shall contain the following:
1. Name of the contractor;
2. Description of the project, including
				unique and innovative features of the project;
3. Statement and explanation that the project
				is in the best interest of the Lottery;
4. Duration of the project; and
5. Proposed contract terms and
				conditions.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-540 - General Services Administration Contracts

Current through Register Vol. 30, No. 28, July 12, 2024
A. The procurement officer may purchase
				products or services using General Services Administration (GSA) schedules or
				contracts under the following conditions:
1.
				Use of the GSA contract or schedule is cost effective and in the best interest
				of the Lottery,
2. Price is equal
				to or less than the contractor's current GSA price,
3. Price is fair and reasonable,
4. Contractor is willing to offer GSA pricing
				and terms to the Lottery,
5.
				Comparable products or services are not available under a state or agency
				contract,
6. Comparable products or
				services are not restricted under a set-aside contract, and
7. Contractor accepts required Lottery
				contract terms and conditions.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-541 - Contract Clauses

Current through Register Vol. 30, No. 28, July 12, 2024
The procurement officer shall include in solicitations and
				  contracts all contract clauses necessary to ensure the Lottery's interests are
				  addressed.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-542 - Assignment of Rights and Duties

Current through Register Vol. 30, No. 28, July 12, 2024
A contractor shall not assign or transfer the rights or
				  duties of a Lottery contract without the written consent of the
				  Director.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-543 - Change of Name

Current through Register Vol. 30, No. 28, July 12, 2024
If a contractor requests to change the name in which it holds
				  a Lottery contract, the procurement officer may, upon receipt of a document
				  indicating name change and any other information requested by the procurement
				  officer in the best interest of the Lottery concerning the name change, enter
				  into a written amendment with the contractor to effect the name change. The
				  amendment shall provide that no other terms and conditions of the contract are
				  changed.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-544 - Contract Change Orders and Amendments

Current through Register Vol. 30, No. 28, July 12, 2024
A. The procurement officer may extend or
				authorize options in a contract provided the price of the extension or option
				was evaluated under the contractor's original offer.
B. Any contract change order or amendment or
				aggregate change orders or amendments of a contract not covered under
				subsection (A) that exceeds 25% of the original contract amount may be executed
				only if approved by the budget manager and the procurement officer determines
				in writing that the change order or amendment is advantageous to the Lottery
				and the price is determined fair and reasonable pursuant to
				R19-3-550.
C. The procurement
				officer may, in situations in which time or economic considerations preclude
				resolicitation, negotiate a reduction to the contract, including scope, price,
				and contract requirements in accordance with A.R.S. §
									41-2537.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-545 - Multi-term Contracts

Current through Register Vol. 30, No. 28, July 12, 2024
A. Unless
				otherwise provided by law, a contract may be entered into for a period of time
				up to five years, if the term of the contract and conditions of renewal or
				extension, if any, are included in the solicitation and monies are available
				for the first fiscal period at the time of contracting.
B. A contract may be entered into for a
				period exceeding five years if the procurement officer makes a written
				determination that such a contract would be advantageous to the Lottery and the
				Lottery Commission pre-approves the extended contract period. The written
				determination shall include:
1. The initial
				and renewal option periods for the contract,
2. Documentation that the estimated
				requirements are reasonable and continuing, and
3. Documentation that such a contract will
				serve the best interests of the Lottery by encouraging effective competition or
				otherwise promoting economies in Lottery procurement.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-546 - Terms and Conditions

Current through Register Vol. 30, No. 28, July 12, 2024
A. The
				procurement officer shall use the uniform terms and conditions published by the
				state procurement administrator for state contracts.
B. The procurement officer may make changes
				to uniform terms and conditions by making a written determination that it is in
				the best interest of the Lottery and does not conflict with any statutory
				requirements, provided that the procurement officer gives notice to the state
				procurement administrator of those changes.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-547 - Mandatory Statewide Contracts

Current through Register Vol. 30, No. 28, July 12, 2024
The Lottery shall use existing Arizona state contracts to
				  satisfy the need for materials and services covered under such contracts for
				  all non-Lottery specific materials and services, unless an off-contract request
				  is approved by the state procurement administrator.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-548 - Multiple Source Contracts

Current through Register Vol. 30, No. 28, July 12, 2024
Multiple award contracts shall be limited to the least number
				  of suppliers necessary to meet the requirements of the Lottery, unless a
				  written determination is made by the procurement officer providing
				  otherwise.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-549 - Conflict of Interest

Current through Register Vol. 30, No. 28, July 12, 2024
A. A
				person preparing or assisting in the preparation of specifications, plans, or
				scopes of work shall not receive any direct benefit from the utilization of
				those specifications, plans, or scopes of work.
B. The procurement officer may waive the
				restriction set forth in subsection (A) if the procurement officer determines
				in writing that the rule's application would not be in the Lottery's best
				interest. The determination shall state the specific reasons that the
				restriction in subsection (A) has been waived. If the procurement officer is
				the individual with the restriction, the Director may waive the restriction set
				forth in subsection (A) if the Director determines in writing that the rule's
				application would not be in the Lottery's best interest. If the Director is the
				person with the restriction, the restriction may be waived by a determination
				of the office of the Governor.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-550 - Determination of Fair and Reasonable Price

Current through Register Vol. 30, No. 28, July 12, 2024
A. For contracts or contract modifications
				that exceed $100,000, the procurement officer shall determine in writing that
				the price is fair and reasonable only when one of the following requirements is
				met:
1. The contract or modification is based
				on adequate price competition;
2.
				Price is supported by an established catalog or market prices;
3. Price is set by law or rule; or
4. Price is supported by relevant, historical
				price data.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-551 - Submission and Certification of Cost or Pricing Data

Current through Register Vol. 30, No. 28, July 12, 2024
A. The offeror or contractor shall submit
				certified cost or pricing data in the manner, and within the time-frames,
				prescribed by the procurement officer.
B. The offeror or contractor shall keep all
				cost or pricing data submitted current until the negotiations are
				concluded.
C. The offeror or
				contractor shall certify cost or pricing data by including a signed statement
				with the submission that all data is accurate, complete, and current to the
				best of the offeror's or contractor's knowledge and belief, as of a date
				mutually determined with the procurement officer.
Arizona Administrative Code › Title 19 - ALCOHOL, HORSE AND DOG RACING, LOTTERY, AND GAMING › Chapter 3 - ARIZONA STATE LOTTERY COMMISSION › Article 5 - PROCUREMENTS › Section R19-3-552 - Refusal to Submit Cost or Pricing Data

Current through Register Vol. 30, No. 28, July 12, 2024
A. If an offeror fails to submit cost or
				pricing data in the required form and within the time-frames required, the
				procurement officer may reject the offer.
B. If a contractor fails to submit data to
				support a contract modification in the form required and within the time-frames
				required, the procurement officer may:
1.
				Reject the contract modification; or
2. Set the amount of the contract
				modification subject to the contractor's rights under A.R.S. Title 41, Chapter
				6, Article 10.