Appendix_G_Solicitation_Plan_Checklist.pdf

Appendix G:

Solicitation Plan Checklist Instructions: The following checklist is to be used for the procurement of any commodities or services, including public works (construction) projects. The checklist provides critical information needed by Purchasing & Contract Administration to initiate the procurement process. The Project Manager must complete, sign and send this checklist to Purchasing & Contract Administration. In addition to the completed checklist, the following two items are required:

Purchase Requisition (PR) with the estimated expenditure amount, departmental SAP releases, and account assignment;

Specification or Scope of Services, complete with plans, drawings, images, if applicable, as approved by the designated departmental representative.

Check / Fill‐in all that applies to type of Solicitation:

1. Type of Solicitation Requested: RFI RFP RFQ IFB COOP or Informal Bid

(Refer to Purchasing Manual for Definitions of Solicitations types listed above)

Is this Solicitation Public or Private (Ref. RFI # )

2. PR Number(s): 3. Title of Project:

4. Estimated Project Value (required):

5. Brief Project Description:

6. Project/WBS#: Work Order #:

7. Project manager: Phone:

8. Is the purchase exempt from the competitive solicitation process? Yes No

If yes, enter PAMC exemption code & skip to Question 12:

9. Request Bid/Proposal Due Date:

10. Is a Pre‐Bid Conference to be schedule for this project? Yes No

If yes, is attendance mandatory or not mandatory?

Date: Time: Location:

11. Will Federal, State, or other Grant money be used to fund the project? Yes No

If yes, describe the funding source(s):

12. Is this a multi‐year contract? Yes No

13. Bid security (certified or cashier’s check, or bond)? Yes No

(If the project is over $25,000, bid security of at least 10 percent of the bid is required.)

14. Payment and performance security? Yes No

(If the project is over $25,000, a bond for the amount of the contract price is required.)

15. Will vendor have contact with minor(s) during course of project? Yes No

If yes, vendor must be listed in the Department of Justice – Eligible to Hire list, and provide a current copy of a ‘negative’ TB Test.

16. Will Service Provider be an independent contractor? Yes No Live Scan

(Refer to Appendix O to determine if an independent contractor relationship can be met.)

17. Is this a Capital Improvement Program (CIP) project approved by ARB? Yes No N/A

18.Will Prevailing Wages apply? Yes: Regional or Federal No

(Reference Purchasing FAQs for threshold limits on prevailing wage applicability.)

19. Project time of completion: License type required:

20. Are there any special safety standards? Yes No

If yes, describe:

21. A “bid ready” (ready to solicit) Scope of Work or Specifications is complete: Yes No

Provide location of scope/spec file:

22. N/A If technology related, do the CTC (IT) security requirements apply? Yes No

If yes, which ones apply? IPP SaaS VISA NDA

23. Has Specification / Scope been approved by department management? Yes No

24. Has Specification / Scope been approved by City Attorney’s Office? Yes No

25. Has CEQA/Planning review been completed? Yes No N/A

26. Has Specification / Scope been saved to shared project folder? Yes No

27. List members (emails) participating in specifications/scope development: (scrollable text box)

28. List members (emails) participating in evaluation process (include outside parties): (scrollable text box)

29. Bidders list of at least three recommended sources: (scrollable text box)

Company name and address Contact email Phone Number

Evaluation Criteria:

30. List evaluation factors and their respective weights:

Check one: Lowest Responsive Bid (RFQ/IFB) Best Scored Proposal (RFI/RFP)

Proposal Criteria (RFP Only – ref. PAMC 2.30.410) Possible Points

(1) Quality of the proposal;

(2) Quality, performance and effectiveness of the solution, goods and/or services to be provided by the contractor;

(3) Contractor's experience, including the experience of staff to be assigned to the project, with engagements of similar scope and complexity;

(4) Cost to the city;

(5) Contractor's financial stability;

(6) Contractor's ability to perform the contract within the time specified;

(7) Contractor's prior record of performance with city or others;

(8) Contractor's ability to provide future maintenance, repairs parts and/or services;

(9) Contractor's compliance with applicable laws, regulations, policies (including city council policies), guidelines and orders governing prior or existing contracts performed by the contractor; and

(10) Any other factor the city deems relevant as specified in the request for proposals.

31. Evaluation methods - List evaluation steps: (scrollable text box)

32. Evaluated Finalist identified date: Oral Interviews date (if applicable):

Best & Final (if applicable): 5‐day Notice of Award period: to

City Council Approval date (if applicable): Award of Contract date:

33. Attach Quotes for Cooperative Purchases or Informal Bids and Evaluation Summary: ☐

Prepared by: (Print Name) Phone:

Authorized Signature: ______________________________________ Dept/Div:

Assistant Director or Division Manager: I certify all information is accurate to the best of my knowledge.)

Please park this completed checklist, the suggested vendor list, and the scope of services in your project folder at U:\Purchasing_City Departments. If any of these requirements are incomplete, the procurement process cannot be initiated and the PR will be released back.

During the solicitation planning, Purchasing will provide support in the following areas:

Procurement strategy support, including determination of requirements & compliance;

Vendor sourcing, including cooperative purchasing alternatives;

Field questions from potential bidders/proposers;

Record minutes and attendance at Pre‐Proposal Meetings;

Issuance of addenda;

Lead or assist with contract negotiations;

Provide strategic support to the Project Manager from contract execution to closeout.

End of Checklist