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| CONTENTS |
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 FAQs for Members
 FAQs for Vendors
 FAQs for Potential Bidders
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| Mohave Member FAQs |
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- What is my PO’s status?
- Mohave posts the current status of all open purchase orders on our Purchase Order Status page. Select your organization’s
name from the list and click Start Search to find all of your organization’s PO’s or enter your PO number to find a particular
PO. If you can’t find your PO or see something that needs to be corrected, please call us at 800-742-2437.
- Has my order shipped? When will it be here?
- Mohave does not track order fulfillment or shipping status. You can contact the vendor for this information. Contact
information for each vendor can be found in the Product / Vendor Finder on our website.
- Who should I issue my PO to, Mohave or the vendor?
- All PO’s, except some E-Rate and lease PO’s, should be made out to the vendor that holds the contract you will be using.
Some contracts are fulfilled through sub-contractors or dealers, but the PO needs to be made out the contract holder.
Guidance for E-Rate and lease PO’s can be found in our Member Handbook. If you are unsure of the correct vendor, you
can call Mohave for confirmation at 800-742-2437.
- Do I still send my PO to Mohave?
- Almost all PO’s are sent to Mohave for review. After Mohave has reviewed your PO for pricing and contract compliance, we
will forward a copy to the vendor stamped “MESC Reviewed.” We currently have four contracts that are an exception to this
rule. A list of these contracts and instructions for their use can be found on the Direct Order Program page of our website.
- Should I send a copy of my PO to the vendor?
- No, per the terms of their Mohave contract, vendors are not allowed to begin work on a PO using a Mohave contract until
they receive a copy of the PO reviewed by Mohave. After Mohave has reviewed your PO, we will forward the reviewed PO
to the vendor and send a confirmation email to your designated Mohave PO contact.
- I have a question about my invoice. Who should I call?
- If you have any questions about your invoice, please contact the vendor first. If you are having problems contacting a
vendor or getting a response, please call us at 800-742-2437 for help.
- How do I send my PO to Mohave?
- You can send your PO to Mohave in one of three ways. You can email your PO to
orders@mesc.org, you can fax your order to 928-718-3232, or you can mail your order to 625 E. Beale St. Kingman, AZ 86401.
- What information does my PO need to have?
- All PO’s using Mohave contracts need to have the following: PO issued to contract holding
vendor, vendor’s Mohave contract number, appropriate signature if your organization requires
one, the purchase description and a copy of the vendor quote, if available. If your organization
does not require a signature on PO’s, please send us an email or letter stating that so we can note
your member file for future reference.
- I’m doing due diligence for a contract. Where can I get documentation for the
contract used in my PO?
- Mohave provides our members with extensive documentation for all of our contracts. You can
download the documentation from the Contract Documentation page on our website. Clicking the link after each vendor’s name will download a compressed file containing all of the vendor’s
contract documentation as well as a Due Diligence Tutorial. If you have any difficulties
downloading the documents, please call us at 800-742-2437.
- I need to price confirm a vendor quote. Where can I get contract pricing for the
contract used in my PO?
- Mohave provides our members with extensive pricing files for all of our contracts. You can access
our pricing files from the Contract Pricing page on our website. You will need your organization’s
login and password for the pricing server. We are only issuing one login per member
organization. To sign up for a login, please send an email to our Information Technology
Manager, Jim Dugo, at jimd@mesc.org. If you have any difficulties finding or downloading the
documents, please call us at 800-742-2437.
- Mohave doesn’t have a contract for the product or service I want. How do I let
Mohave know that I’m interested in a new contract?
- Mohave provides an online form to easily relay your recommendations for new contracts. The
Mohave contracts team reviews these requests to help them determine member interest for new
contracts. The form can be found on our Solicitation Request page.
- I want to use one of Mohave’s direct to vendor contracts. Do I still need to send
a copy to Mohave?
- Mohave currently has four direct to vendor contracts: CDW-Government (05J-CDWG-0930),
Corporate Express (A007-CRPX2-0228 supplies only), Follett Library Resources (07B-FOLL2-0319
library books only), and School Specialty (A007-SCHO-0228 supplies only). We do not require a
copy of any PO that uses one of the direct to vendor contracts. You can find tutorials for using the
direct to vendor contracts on our Direct Order page.
- I’m looking for a vendor for my project, where can I find a list on your
website?
- There are two options on our website for finding vendor information. If you prefer an online
option you can visit our Product / Vendor Finder. This method provides the most up to date
vendor information, as it updates directly from our vendor database. If you would prefer a
downloadable option you can download our Contract Summary from the main Member
Information page. The Contract Summary contains the main vendor contact information in
alphabetical order by vendor including a brief description of the vendor as well as the main
vendor contact person and their phone number. This document is updated periodically, so make
sure you check our website for updates.
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| Mohave Vendor FAQs |
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- What is the Reconciliation Report?
- The Reconciliation Report is a monthly reporting to Mohave payments received on Mohave purchase orders. Each month
on or before your company’s assigned due date, you should send Mohave a Reconciliation Report detailing payments from
the previous month. For example, if your company’s due date is the 10th of each month, you are required to send the report
of payments made in February on or before March 10th. An example of what Mohave is looking for in a Reconciliation
Report can be found in the Vendor Handbook. Exhibit 9 is the sample Reconciliation Report.
- What is the Open Order Report?
- Ten days before your company’s Reconciliation Report is due, Mohave sends the Open Order Report. This report is a
monthly request for information about the status of all open orders 90 days or older. The report lists all open regular orders
(excluding blanket PO’s, leases and erates) in Mohave’s database for your contract or contracts. We require a status report
for any order 90 days or older. The report is also meant as a tool to help you with your Reconciliation Report.
- Can I combine the Reconciliation Report and the Open Order Report into one document?
- No, the Reconciliation Report is to report member payment from the previous month for purposes of Admin Fee collection.
The Open Order Report is a request for status of all open orders 90 days or older regardless of payment status. These
reports are processed by different departments using different procedures and cannot be combined.
- Where should I send my company’s Reconciliation Report?
- We have established a central email address for all Reconciliation Reports: adminreport@mesc.org. To avoid possible
delays and late reports, please email an electronic copy of your Reconciliation Report to this address only, unless it has
been specifically requested that you send it elsewhere.
- Do I have to send an admin fee check for every Reconciliation Report?
- Admin fee payments must be submitted monthly, unless the amount is less than $20. Amounts of less than $20 should be
added to the next month's admin fee payment.
- Where should I send my company’s Open Order Report response?
- My company didn’t receive any payments on Mohave contracts this month. Do
I still need to send a Reconciliation Report to Mohave?
- Reconciliation Reports are to be sent to Mohave every month, regardless of activity. An email to
adminreport@mesc.org stating that your company had no activity for the preceding month is an
acceptable response.
- I need to update the pricing for my company, what is the process for that?
- Mohave contract pricing can be fixed price, percentage off a specified pricelist, or a combination
of both. The specific method of pricing will be established at the time of the contract award. If
your contract uses a discount off a pricelist, you must provide us with new pricelists as they are
issued to you. New pricelists are in effect upon Mohave's approval of them. Fixed price contracts
must be updated with a complete price update on each anniversary of your contract. Generally,
that is the only time fixed price contracts can be adjusted. However, in rare instances when a
legitimate, demonstrable cost increase clearly affects the contractor's ability to sell at the current
price, Mohave may consider fixed price increases at times other than the contract anniversary.
Fixed prices can be lowered at any time. See your contract for details on price changes. All price
changes are subject to Mohave's approval.
- Can I use the new pricing before I have received approval from my Mohave
contracts specialist?
- No, price increases and reductions, special offers, quantity discounts, etc. must be received and
approved by Mohave, before they are offered to members. If you are not sure if your pricing has
been approved or have any questions, please contact your assigned contract specialist.
- I have a special deal I want to give to a Mohave member; can I do that?
- Yes, you can have promotional pricing for our members. Promotional pricing must be submitted
to your Mohave contract specialist for approval before making the pricing available to members.
All price “specials” must be made available to all members on an equal basis and generally must
be for 30 days or more. If you are not sure if your proposed pricing is acceptable under your
Mohave contract, please contact your assigned contract specialist for guidance.
- I have a question to ask Mohave, who is my contact person?
- If your question is related to your contract, contact your contract specialist. If your question is
related to a specific purchase order, contact your procurement specialist. If you are not sure who
your assigned specialist is, you can look up your company on the Product/Vendor Finder in our
Member section. If you are still not sure of the correct contact, please call our main number at
928-753-6945 and someone will direct you to the appropriate person for your question.
- What kind of organization can be a Mohave member? Is there a list of current
members?
- Mohave’s membership includes governmental entities that are political subdivisions for purposes
of federal income tax, such entities include public school districts, cities, counties, community
colleges, universities, state agencies, tribal government, and special assessment districts
(library, irrigation, water, etc.), and others. Nonprofit educational or public healthcare institutions
may become members, to the extent that such entities are political subdivisions for purposes of
federal income tax or meet the requirements of § 115 of the Internal Revenue Code. A list of
current Mohave members can be found on our Member List page. For those vendors with
regional awards, a listing of Members By Counties is also available.
- When is my contract up for its next renewal? When is my contract up for final
expiration?
- The answer to both of these questions can be found using our Product/Vendor Finder. Search for
and highlight your company’s name in the second search list and click the “Start Search” button.
This will bring up the short company profile our members use to contact vendors. There will be a
separate profile for each contract you have with Mohave. Your renewal and final expiration dates
are listed below your contract number on the profile. If you have any questions or require
assistance, please call us at 928-753-6945.
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| Mohave Potential Bidder FAQs |
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- I’ve just heard about Mohave from one of your members, what exactly is Mohave?
- Mohave is a nonprofit corporation known predominately for its cooperative purchasing contracts that benefit member
agencies throughout Arizona. Public school districts, cities, counties, community colleges, and qualifying nonprofit
organizations use Mohave contracts through cooperative purchase agreements. As a statewide public procurement unit,
administrative fees paid by users fund Mohave. No direct tax dollars come to Mohave.
- How do I become a Mohave vendor?
- First you must sign up on the Mohave Potential Bidder List on our website. This will put you on a mailing list to be notified
of future Mohave solicitations in the categories you signed up for when you registered. If you respond to a solicitation and
are then awarded a contract, then you will be a Mohave vendor. Additional information is available on our How to do
Business page.
- I just signed up on the Potential Bidder List, does this mean I have a Mohave contract?
- No, the Potential Bidder List is essentially a mailing list of interested vendors that wish to be notified of Mohave
solicitations. In order to be an approved vendor that can sell to members through Mohave, you must be awarded a contract
through a formal competitive procurement.
- How often are Mohave contracts awarded?
- Most Mohave contracts are one year contracts with up to four annual extensions. This means that Mohave contracts are
usually rebid every 5 years.
- When will the contract in my category be rebid?
- Information to help answer this question can be found in the Product/Vendor Finder on our website. You may search by
category or by the name of a known contract holder to access the information. We generally issue a solicitation 3 – 5
months before the final expiration of the existing contract. However, contracts are subject to review and rebid prior to each
renewal. That date is shown as the “Next Renewal” in the Product/Vendor Finder summary. The best way to know when a
contract is rebidding is to maintain accurate and up-to-date contact information for your firm in the Potential Bidder
system.
- Where can I find information about current and future solicitations?
- Information about current solicitations can be found on the Main Vendor Information or
Procurement Solicitations pages of our website. Information about future solicitations can be
found on the Contract Updates page. Please bear in mind that scheduling for future solicitations
is subject to change based on current Mohave needs and workloads, so check back often if you
are anticipating a future solicitation.
- Mohave does not currently have a contract that includes my category, how
does Mohave add new contracts?
- Mohave solicits for contracts based on member interest. If you are working with one or more
Mohave members and they are expressing interest in purchasing from you through Mohave, ask
them to let us know they are interested. Members can let Mohave know of their interest by filling
out the Solicitation Request Form on our website or speaking directly with a member of our
contracts team. If Mohave receives enough member interest in a new kind of contract, we will
look into organizing a solicitation. If Mohave does decide to solicit a new contract, we may look at
your company as an example of the services or products requested, but there is no guarantee that
you will be awarded a contract. All solicitations must comply with applicable competitive
purchase requirements and will be awarded on accordance to those.
- What is the difference between a Mohave member and a Mohave vendor?
- A Mohave member is an organization that uses Mohave’s contracts for purchasing goods and
services. Examples include school districts, political subdivisions, city governments etc. A
Mohave vendor is a business that has contracted with Mohave to sell goods and/or services to
Mohave members. A list of current Mohave members can be found on the Member List page of
our website.
- Is Mohave affiliated with the State of Arizona contracts?
- No, Mohave is not in any way connected with the State of Arizona contracts. If you are looking for
the State contracts, you can find more information here.
- What is the solicitation process that Mohave uses to award contracts?
- Mohave uses the same state rules and regulations that govern our members’ procurement. These
include: the Arizona State Board of Education School District Procurement Rules, the Arizona
Procurement Code and applicable sections for the Arizona Revised Statutes.
- I have a new service/product that your members could really use. Can you do
a new contract for this?
- Mohave issues solicitations based on member needs and requests only. If a Mohave member has
expressed interest in seeing a new kind of contract, please ask them to let us know. If there is
sufficient member interest, we will look into issuing a solicitation for a new contract. Members
may let Mohave know of their interest by filling out our online Solicitation Request Form or
visiting our Contact Mohave page of our website for contact information to call or email our
contracts staff.
- Why do members use Mohave?
- Members use Mohave’s contracts because Mohave's purchasing policies and procedures come
from the Arizona State Board of Education School District Procurement Rules, the Arizona
Procurement Code and other sections of the Arizona Revised Statues. They are designed to obtain
maximum value and benefit for our members, promote active participation from qualified
vendors, and provide fair, open and nondiscriminatory competition. Because we meet the
requirements, our members are considered to have met the requirements. Mohave contracts are
not a way to avoid the bidding requirements. They are a legal means to satisfy them, just as if the
members had conducted the competitive procurements themselves.
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