BPM004129_Procurement_Checklist.docx
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- Attached to
- Master Agreement AZ|CTR059502
- Contract number
- CTR059502
- Issued by
- Arizona
About this file
This is a Procurement File Checklist for Solicitation #BPM004129 issued by the Arizona Department of Administration, State Procurement Office (SPO). The checklist documents compliance with Arizona procurement regulations (Rule 2-7-101 et seq.) and establishes the required documentation that must be maintained and made available for public review within three days of contract award in the eProcurement system. The checklist serves as a self-assessment tool to verify that all mandated procurement documents have been properly filed and organized according to state code requirements.
Solicitation #BPM004129 concerns France Travel Industry Marketing and Media Relations Services. The procurement file checklist confirms the presence of essential documents across multiple categories: pre-solicitation documents (procurement requests, disclosure statements, vendor notification lists), solicitation requirements (scope of work, terms and conditions), evaluation documentation (evaluation team records, clarification requests and responses, best and final offers with scoring matrices), and award documents (determinations and award/non-award letters). The checklist indicates that this procurement followed standard competitive bidding procedures, with an award made to World Communications. No pricing, option periods, renewal terms, or set-aside information is specified in this checklist document, as it functions solely as a filing compliance instrument rather than a contract terms document.
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PROCUREMENT FILE CHECKLIST -RFP
The following group of specified documents are required per code to be available for public view (Code Citation Rule 2-7-101 (37)). Uploaded checklist in the Procurement File.zip file within 3 days of contract award in eProcurement system. For additional information see the Step by step guide to How to Locate Procurement File_ Public Records Request located on the APP.az.gov page.
| Self Assessment & Code |
| Document (follow SP006 for naming convention) |
| In File |
| Location |
(sub-folders) Definition
| 6.3.1, 6.3.7.2, 6.3.10, 6.3.11, [R2-7-205, SPO-003] |
| (1)Written Procurement Request, (2)Disclosure Statements and (3)Significant Procurement Role (Agency Level and SPA) Notification |
| Yes |
| BPM004129 Pre-Solicitation Documents |
| Significant Procurement Role Notification and Procurement Disclosure Statements |
| Focus/Industry Group Meeting |
| N/A |
| BPM004129 |
Pre-Solicitation Documents Sign in Sheet and agenda for Focus or Industry Group Meeting
List of notified vendors Bid List
| Yes |
| BPM0004129 |
List of vendors notified of the solicitation via email from APP
| 6.3.4, 6.3.5, 6.3.6, 6.3.6.1, 6.3.7, 6.3.7.1, 6.3.8 [R2-7-C301, ARS 41-2534] |
| Final solicitation |
| Yes |
| BPM0004129 Solicitation Requirements and Solicitation Instructions |
| Solicitation package: scope of work, terms & conditions and other required forms and documents |
| 6.3.3 [R2-7-C301.A, ARS 41-2534.C] |
| Legal Publication |
| Yes |
| BPM004129 |
Publication of Solicitation in Newspaper
| Pre-Offer Conference |
| N/A |
| BPM004129 |
Pre-Solicitation Documents Pre-Offer Conference Sign in Sheet
| 6.3.16 [R2-7-C303] |
| Solicitation amendments |
| N/A |
| BPM004129 |
Solicitation Amendment None Additions or modifications to the initial solicitation
| 6.3.16 |
| Bids and offers |
| Yes |
| BPM004129 |
Supplier Proposals “Bid” or “Proposal” means an offer in response to solicitation (R2-7-101)
| 6.3.16 [TB043] |
| Questions & Answers |
| N/A |
| BPM004129 |
Pre-Solicitation Documents Question & Answer information copied from the Q&A section save as pdf document
| 6.3.12, 6.3.13, 6.3.12.2 [R2-7-C316, SPO-043] |
| Evaluation team Kick Off and other meetings |
| Yes |
| BPM004129 |
Evaluation Documents Independent Evaluator instructions and Evaluation team sign in sheets
| 6.3.16 [R2-7-C313, R2-7-C316] |
| Clarification: Requests and Responses |
| Yes |
| BPM004129 |
Evaluation Documents Clarification letter which provides understanding of an offer. Does NOT include material changes to the Solicitation or offer
| 6.3.16 [R2-7-C314, R2-7-C315] |
| Discussions, Negotiation requests and Offer responses |
| N/A |
| BPM004129 |
Evaluation Documents May include written communications involving negotiation of the solicitation and/or the offer which may include material changes. See also Offer revisions and BAFOs
| 6.3.16 |
| Offer revisions and |
Best and Final Offers (BAFOs)
| Yes |
| BPM004129 Evaluation Documents |
Supplier BAFO Documentation offers final response to a solicitation
| 6.3.9, 6.3.14, 6.3.15, 6.3.17.4, 6.3.17.1 [R2-7-C315, R2-7-C317, R2-7-B314.B, R2-7-101, ARS41-2533, SPO-006] |
| Final evaluation report (Determinations) |
Award B World Communications
| Yes |
| BPM004129 |
Award Documents Determinations, Scoring matrix, signed committee document and Award/Non-Award Letters
| R2-7-101(37) |
| Additional Info |
(if agency CPO requests & approves)
| Yes |
| BPM004129 |
Award Documents Documentation that can include award, written or responsibility determinations made during the procurement process
This procurement file pertains to Solicitation #BPM004129 – France Travel Industry Marketing and Media Relations Services
Arizona Department of Administration – State Procurement Office
| FM 301 Procurement File Checklist r2 | Rev. 2 |
| Effective: 23-March-2021 | Page 2 of 2 |
File details come from the government source that posted it. Updated .