1. (a) Designation. Each state agency authorized by Arkansas Code § 19-11-220 to elect to have an agency procurement official shall submit a letter signed by the administrative head of the state agency to the State Procurement Director designating an employee who shall be the agency procurement official.

2. (b) Internal procedures.

   1. (1) The internal procurement procedures must ensure adequate management and control of the agency procurement functions pursuant to law and rules.
   2. (2) Each agency shall ensure that a current copy of its internal procurement procedures and rules is kept on file.

   3. (3) The internal procurement procedures established may include, but are not limited to:

      1. (A) A method of recording and filing each transaction as follows:

3. (i) Legal notice where applicable;

   1. (ii) The original invitation for bids, purchase order, internal purchase request, printing order, or other applicable document;

      1. (iii) A list of all bidders invited to participate;

         1. (iv) The original of all bids received;
         2. (v) An abstract of bids received; and
         3. (vi) A copy of all correspondence, memos, or other documents related to the award and administration of each transaction, including administrative determinations or justifications when applicable; and

      2. (B) A file containing each vendor’s application and reports regarding the vendor’s performance.

         1. (c) Limitations. Upon request of the Secretary of the Department of Shared Administrative Services, or his or her designee, the agency procurement official shall make available for audit and inspection records of any and all transactions pertaining to the procurement of commodities and services.
         2. (d) General. A state agency having an agency procurement official may request the Office of State Procurement to procure specific commodities and services which the agency procurement official is authorized to procure or to procure all commodities and services which the agency procurement official is authorized to procure for a specific period of time.

Codification Notes: This section was promulgated as R1:19-11-220 of the Procurement Rules prior to codification into the Code of Arkansas Rules.