BPM004761_Procurement_Checklist.docx
DOCX document 23 KB Posted
- Attached to
- Master Agreement AZ|CTR062773
- Contract number
- CTR062773
- Issued by
- Arizona
About this file
This document is a Procurement File Checklist for Solicitation #BPM004761, issued by the Arizona Department of Administration's State Procurement Office. The procurement file relates to a UK Trade & Media Relations contract for the Arizona Department of Transportation (AOT). The checklist outlines a comprehensive set of required documents for public procurement transparency, following specific state regulatory guidelines and codes.
The solicitation appears to be for trade and media relations services, with the procurement process involving multiple stages including pre-solicitation activities, vendor notifications, evaluation procedures, and final award documentation. While specific contract details are not fully elaborated in this checklist, the document indicates a structured procurement process with rigorous documentation requirements, including evaluation team meetings, offer revisions, best and final offers, and a final evaluation report. The checklist suggests a competitive procurement approach with multiple steps to ensure thorough vendor assessment and selection.
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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 |
| BPM004761 |
Pre-Solicitation Documents Significant Procurement Role Notification and Procurement Disclosure Statements
| Focus/Industry Group Meeting |
| N/A |
| BPM004761 |
Sign-in Sheet and agenda for Focus or Industry Group Meeting
List of notified vendors Bid List
| Yes |
| BPM004761 |
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 |
| BPM004761 |
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 |
| BPM004761 |
Publication of Solicitation in Newspaper
| Pre-Offer Conference |
| Yes |
| BPM004761 |
Pre-Solicitation Documents Pre-Offer Conference Sign-in Sheet
| 6.3.16 [R2-7-C303] |
| Solicitation amendments |
| Yes |
| BPM004761 |
Solicitation Amendment None Additions or modifications to the initial Solicitation
| 6.3.16 |
| Bids and offers |
| Yes |
| BPM004761 |
Supplier Proposals “Bid” or “Proposal” means an offer in response to Solicitation (R2-7-101)
| 6.3.16 [TB043] |
| Questions & Answers |
| N/A |
| BPM004761 |
Pre-Solicitation Documents Question & Answer information copied from the Q&A section saved as a 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 |
| BPM004761 |
Evaluation Documents Independent Evaluator instructions and Evaluation team sign-in sheets
| 6.3.16 [R2-7-C313, R2-7-C316] |
| Clarification: Requests and Responses |
| N/A |
| BPM004761 |
Evaluation Documents Clarification letter which provides des 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 |
| Yes |
| BPM004761 |
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 |
| BPM004761 |
Evaluation Documents Supplier BAFO Documentation offers a 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) |
| Yes |
| BPM004761 |
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 |
| BPM004761 |
Award Documents Documentation that can include the award, written, or responsibility determinations made during the procurement process
This procurement file pertains to Solicitation #BPM004761– UK Trade & Media Relations for AOT
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 .