Get documents about "Pre Bid Conference Checklist - PDF
Description
Pre Bid Conference Checklist document sample
Document Sample
PROCUREMENT SERVICES
PROCEDURES MANUAL
Chapter 19 Forms
PROCESS PRE-BID/PRE-PROPOSAL CONFERENCE CHECKLIST
PRE-CONFERENCE CHECKLIST
1. Confirm the time, date and location of the conference with the Owner’s
Representative
2. Reserve a room for the conference. Make sure the room is large enough and
has adequate seating.
3. Confirm attendance by the Owner’s Representative.
4. Send meeting invitation to:
• Owner’s Representative
• All Team members (Procurement Officer, Procurement Assistant,
Contract Administrator)
• Procurement Services Management
5. Create a sign in sheet.
6. Print extra copies of the solicitation.
7. Bring recorder.
8. Bring laptop if using screen/projector.
POST-CONFERENCE CHECKLIST
1. Place the sign in sheets in the solicitation binder.
2. Download the video recording of the pre-bid / pre-proposal conference on the
shared drive.
3. Review all vendor questions submitted and forward them to the owner’s
representative of the requesting department.
4. Post an addendum with the questions and answers by the date and time listed
in the tentative timeline.
The Pre-Bid/Pre-Proposal PowerPoint Template is available on the Procurement
Shared Drive under the sub-folder entitled “Forms”.
Rev. 3/18/2011 57
PROCUREMENT SERVICES
PROCEDURES MANUAL
PROCESS PRE-BID/PRE-PROPOSAL CONFERENCE PRESENTATION SCRIPT
Opening Remarks:
1. Good morning/afternoon. My name is and I am the assigned Procurement Officer for:
Solicitation name: Solicitation #: .
2. Welcome vendors.
3. Announce that the conference is being recorded.
Introductions:
1. Introduce all APS staff in attendance
a. Contract Administrator, Owner’s Representative(s), Support Staff, Others.
General Information:
1. Confirm that everyone has signed in and provided a business card.
2. Discuss the following:
a. State the purpose of this conference.
b. State the solicitation due date, time and location.
c. Explain that responses received after the time due will not be considered.
d. Remind vendors that if delivering bid / proposal in person be sure to allow time
for traffic, parking and security check in.
e. If the solicitation is an ITB there will be a public opening.
f. If the solicitation is and RFP or RFQ there will not be a public opening.
g. Review the tentative timeline of the solicitation.
h. Explain how addendums will be handled.
i. Review the submission requirements - what to submit, how to submit, where to
submit.
j. Review the APS general terms and conditions and where they can be viewed
k. Explain the evaluation process if the solicitation is an RFP or RFQ.
l. Review the process for background check requirement for employees working on an
APS site.
m. Review the APS contract requirement.
n. Explain the process for new vendor registration.
3. The owner’s representative should review the scope of work or specifications.
4. The Contract Administrator should describe the contract process.
Q&A
1. Explain how questions regarding the solicitation will be handled including:
a. Provide e-mail address of the person to send questions to.
b. Due date and time to submit a question.
c. Date when answers to questions will be posted.
d. Where solicitation Q&A will be posted.
2. Allow vendors to ask questions.
a. Tell vendors they should also submit their questions via e-mail to the assigned
Procurement Officer.
Closing Remarks
1. Provide APS Procurement Services web site address.
2. State the solicitation due date, time and where they must be delivered.
3. Thank everyone for attending.
Rev. 3/18/2011 58
PROCUREMENT SERVICES
PROCEDURES MANUAL
SOLICITATION REVIEW FORM
Solicitation Name:
Solicitation Number:
Solicitation Type: □ ITB □ RFP □ RFQ
Procurement Officer:
Requesting Department:
Requesting Department Contact:
ITB
Final bid tab saved on shared drive: Yes No
RFP / RFQ
Evaluation template finalized and saved on shared drive: Yes No
Evaluation committee finalized: Yes No
Signature or E-mail
Approval Date Submitted Date Returned
Confirmation
Requesting
Department
Proofed (by Team)
Assistant Director
Director
Comments:
The Solicitation Review Form is available on the Procurement Shared Drive under
the sub-folder entitled “Forms”.
Rev. 3/18/2011 59
PROCUREMENT SERVICES
PROCEDURES MANUAL
SOLICITATION BINDER REVIEW FORM
Solicitation Name: Reviewed By:
Solicitation # Date Reviewed:
Procurement Officer: Provided Returned To: CA___________________ PO_____________________
Notice of Award Comments
1 Copy of signed letter(s) of intent.
2 Contract signature page from awarded vendor(s)
3 Notice of non-award letter(s)
Board Agenda
4 Copy of board agenda (page 1 & 2)
5 Memo indicating board approval not required
Correspondence
6 Emails and other written documentation related to the solicitation
Tab Sheet, Evaluation
7 RFP or RFQ final evaluation summary
8 RFP or RFQ individual evaluators scoring sheet
9 RFP or RFQ, signed confidentiality agreements
10 ITB, final bid tabulation
11 Administrative review form
Solicitation, Addendums
12 Solicitation Receipt Log
13 Signed addendum(s) (if applicable)
14 Pre-bid / pre-proposal sign in sheet (if applicable)
15 Signed final solicitation document
Vendor Responses
16 Original copy of vendor proposal
17 CD-ROM with the vendor proposal
18 Two (2) hard copies of awarded vendors proposal/bid
Board Approval required - submit binder to Contract Administration by the Friday following the Legislative board meeting.
Board Approval not required - submit binder to Contract Administration within 3 days after the letter of intent is sent to the recommended vendor(s).
The Solicitation Binder Review Form is available on the Procurement Shared Drive
under the sub-folder entitled “Forms”.
Rev. 3/18/2011 60
PROCUREMENT SERVICES
PROCEDURES MANUAL
ADMINISTRATIVE REVIEW FORM
Review completed by:
Date completed:
Section #/Page Description Company Name Company Name Company Name Company Name Company Name
Offeror affirmation form
Price proposal form
Offeror information form
Offeror reference form
Joint venture affidavit
Will this be a joint venture?
Primary vendor / subcontractor utilization
Will subcontractors be used?
Promise of non-discrimination
Copy of local or state business license or permit
Signature page to APS contract
Other - List below
The Administrative Review Form is available on the Procurement Shared Drive under
the sub-folder entitled “Forms”.
Rev. 3/18/2011 61
