Common use of Self-Audit Clause in Contracts

Self-Audit. Describe any self-audit process or program that you plan to employ to verify compliance with your proposed contract with Equalis Group. This process includes ensuring that you sales organization provides and Members obtain the correct pricing, reports reflect all sales made under the Contract, and Winning Supplier remit the proper admin fee to Equalis. Internal Audit / Price verification - Upon award of a CCOG contract all details of the contract are entered into the corporate special quote system and assigned a Special Quote Number. The Special Quote (SQ) will detail the contract #, discount structure, term of contract and purchasing terms. This document is accessible by our sales team, customer service team, order entry team and accounting team. We also work with our IT department to assign an order type code for all orders being entered under the contract. This order type will allow us to report specifically on CCOG orders. Our accounting team and IT department will create a reporting template based on the information required by CCOG to be included in the report. All required fields are captured in the order entry process so that reports can be automatically run based on the requirement of monthly, quarterly, or annual reporting. The order type is created when the contract is awarded, and Accounting and IT departments are informed of reporting and administrative fee requirements. Any admin fee calculation will be included on the report. Once the initial report has been created within our system, Accounting does a random audit against the sales amounts and verifies the admin fee calculation to ensure accuracy. Accounting will add the required contract reporting date to their contract reporting schedule table so as not to miss the due date for the report and admin fee payment. When a Customer and/or Authorized Dealer indicates a desire to purchase off of the CCOG Contract, we will verify eligibility to purchase using the contract. Assuming the client has a CCOG member number, that number will be obtained and verified. Order direct from customer: Allseating will verify member number and provide a quotation for product based on the terms and conditions of the contract. The contract number and Special Quote number will be included on the quote. A copy of the quote is required to be submitted along with the purchase order or credit card order form. Order entry verifies the details of the PO against the details of the contract and if all information is correct, the order will be entered and coded with a designated order type for CCOG contract. Order via Authorized Dealer: Allseating will provide the dealer with a copy of the approved Special Quote document for CCOG which will detail pricing and terms of the contract. The contract number and Special Quote number will be included on the quote provided by the dealer to the customer and will be on the Dealer PO to Allseating. The Authorized Dealer will place their PO with Allseating along with a copy of the CCOG client PO to them. In this way we can verify the dealer order is for a CCOG contract purchase and that correct pricing has been given by the dealer to the member. Order entry verifies the details of the PO against the details of the contract and if all is correct, the order will be entered and coded with a designated order type for CCOG contract. In this case, the member pricing is captured for reporting. In all cases, when the order is ready to be entered into our system, Order entry will verify all information against the contract details and tag the order with the correct order type for the contract so that reporting and audit can be done. A template for the Cost Proposal has been included as Attachment B and must be uploaded as a separate attachment to a Respondent’s proposal submission. Respondents are permitted to revise any part of the spreadsheet to the Cost Proposal to accurately reflect the column titles, details, discounts, pricing categories of products, services, and solutions being offered to Equalis Group Members.