Second, do your price comparison and shopping. But add the steps of printing the prices you see to a PDF document – or better yet, print that paper, sign it and date it. You don’t have to pick the cheapest. Identify the precise product or service you need. You can’t run tissue paper through your printer. You may need good quality archival acid-free paper. Price compare that. Gather your competitive research, print it to a PDF and save it.
Third, run the name of the vendor through sam.gov. Print that to PDF; that page proving that the vendor is not debarred by the federal government. If your state has such a tool, use that as well.
Four, issue the purchase order, or execute the purchase as you normally would. This time, scan the purchase order, the invoice, and delivery receipt to a PDF. And get a copy of the cancelled check, ACH payment, or credit card statement that proves it was paid.