Checklist_Solicitation.xlsx

XLSX spreadsheet 25 KB Posted

Attached to
Emergency Bypass Pumps Rental & Delivery (Disaster Contract) State and local contract opportunity
Solicitation number
ITB 25-075
Issued by
Lee County, Fruitville CDP, Florida

About this file

Written by GovTribe AI ·

The document is a comprehensive checklist for Request for Proposal (RFP) and Invitation to Bid (ITB) solicitations using OpenGov procurement software, primarily involving Citrus County and the City of Fort Myers in Florida. The checklist provides a detailed, step-by-step guide for procurement professionals to manage the entire solicitation process, from initial intake through contract award. Two specific procurement opportunities are highlighted: Citrus County's ITB 25-075 for well pump and motor repair services, which seeks two contractors to provide maintenance for approximately 40 wells across 14 water treatment plants, and the City of Fort Myers' request for emergency bypass pump rentals, specifically 4-inch pumps with specific technical requirements.

The solicitation process emphasizes comprehensive documentation, vendor qualification, and compliance with various regulatory requirements. Contractors must possess specific licenses, such as a Florida well driller's license, and demonstrate capabilities for emergency response. The procurement opportunities incorporate significant participation requirements for Disadvantaged Business Enterprises (DBE) and Minority Business Enterprises (MBE), with the Florida Department of Transportation maintaining an overall 10.54% DBE goal. Contractors must submit numerous certifications, including non-collusion declarations, truth in negotiation certificates, and compliance with federal regulations like Build America, Buy America provisions. While specific budget details are limited, Citrus County has allocated approximately $85,000 for the well pump and motor repair contract, with potential competitive advantages for local businesses through local preference points.

View the file

Other files for this state and local contract opportunity

Other files attached to Emergency Bypass Pumps Rental & Delivery (Disaster Contract), newest first.
File Type Posted
Emergency_Bypass_Pumps_Rental_&_Delivery_(Disaster_Contract)_(Addendum_#1_Revision).pdf PDF
Emergency_Bypass_Pumps_Rental_&_Delivery_(Disaster_Contract)_(Addendum_#1_Revision).pdf PDF
375-030-31_Affidavit_Regarding_Labor_and_Services.docx DOCX document
375-040-84-LAP_PROFESSIONAL_SERVICES_TERMS.pdf PDF
Checklist_Solicitation.xlsx XLSX spreadsheet
SRF_SupplementaryConditions_Construction_Contract_(August_2022).pdf PDF
275-030-11-DBE_BID_PACKAGE_INFORMATION.pdf PDF
2_CFR_Part_200_app_II_(up_to_date_as_of_4-28-2025).pdf PDF
375-030-33-DISCLOSE_OF_LOBBY_ACTIVITIES.pdf PDF
Notice_of_Award.docx DOCX document
2_CFR_Part_200_app_II_(up_to_date_as_of_4-28-2025).pdf PDF
375-030-30-TRUTH_IN_NEGOTIATION_CERTIFICATION.pdf PDF
375-030-33-DISCLOSE_OF_LOBBY_ACTIVITIES.pdf PDF
525-010-46-LAP_CERTIFICATION_OF_CURRENT_CAPACITY.pdf PDF
Local_Preference_Affidavit.pdf PDF
370-040-24-MBE_PLANNED_UTILIZATION.pdf PDF
375-030-32-CERTIFICATION_REGARDING_DEBAREMENT,_SUSPENSION,_INELIGIBILITY..._.pdf PDF
375-030-34-DISCLOSURE_OF_LOBBYING_ACTIVITIES.pdf PDF
575-060-13-NON-COLLUSION_DECLARATION_AND_COMPLIANCE_WITH_49_CFR_29.pdf PDF
SRF_SupplementaryConditions_EM_Contract_(August_2022).pdf PDF
275-030-11-DBE_BID_PACKAGE_INFORMATION.pdf PDF
370-040-24-MBE_PLANNED_UTILIZATION.pdf PDF
575-060-13-NON-COLLUSION_DECLARATION_AND_COMPLIANCE_WITH_49_CFR_29.pdf PDF
BABA_Form.pdf PDF
FHWA-1273_(10_23)_.pdf PDF
525-010-46-LAP_CERTIFICATION_OF_CURRENT_CAPACITY.pdf PDF
FHWA-1273_(10_23)_.pdf PDF
Local_Preference_Affidavit.pdf PDF
w37503083_(3).docx DOCX document
375-030-32-CERTIFICATION_REGARDING_DEBAREMENT,_SUSPENSION,_INELIGIBILITY..._.pdf PDF
375-030-34-DISCLOSURE_OF_LOBBYING_ACTIVITIES.pdf PDF
Notice_of_Award.docx DOCX document
SRF_SupplementaryConditions_EM_Contract_(August_2022).pdf PDF
w37503083_(3).docx DOCX document
375-030-30-TRUTH_IN_NEGOTIATION_CERTIFICATION.pdf PDF
375-030-31_Affidavit_Regarding_Labor_and_Services.docx DOCX document
375-040-84-LAP_PROFESSIONAL_SERVICES_TERMS.pdf PDF
BABA_Form.pdf PDF
SRF_SupplementaryConditions_Construction_Contract_(August_2022).pdf PDF
ITB_25-075_Well_Pump-Motor_Repair_and_Replacement_(Addendum_#1_Revision).pdf PDF
ITB_25-075_SAMPLE_AGREEMENT.pdf PDF
Exhibit_A_Scope_of_Work.pdf PDF
Show all 42

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RFP-RSQ

Title:
Date CompletedDescription
Received Intake Request (if grant related, make sure signed grants and cklists are included) Important – Procurement Rep needs to review the entire material received from the department for completeness that all documents provided has been received. Alert – The Procurement Rep cannot begin preparing any documents until all documentation has been received.
If grant related, read the entire grant agreement
Create Project from Intake Request
1. Click Intake / goto "My Reviews on left toolbar
2. Click desired Project
3. Click view Request and look over information / review information under each tab
4. Click "Create Project"
5. Click "Get Auto Number" to get next solicitation number"
6. Click next to "Categories" to search from NIGP codes (select all that apply or are close)
7. Click "Next" in lower right corner
8. Review and answer unanswered questions (click next in bottom right when completed)
9. Review summary and background. Modify as needed.
10. Enter dates for timeline. Remove lines that aren't needed
11. Review Summary and Background. Enter from Intake if needed.
12. Review/edit anything under Document Editor, click into each section.
13. Review Evaluation Criteria. Edit as needed.
14. Review Instructions. Remove clauses described as ITB or RFO/RSQ that don't apply
15. Review sections. Modify if needed.
16. Review Vendor Submission Questions. Remove those that don’t apply.
17. Review attachments. Move internal documents to supporting attachments
18. Create a contract to serve as a draft.
18.1 Go to main screen, select contract
18.2 Click green "+Add Contract" button
18.3 Check "share project with Project", then click "+add contract"
18.4 Choose Procurement Classification from the drop down menu
18.5 Choose Contract Type from the drop down menu
18.6 Choose Funding Source from the drop down menu
18.7 Check any that apply: piggyback language, cooperative, bid protest, contract claim, re-bid, or emergncy
18.8 Enter Start Date (this field is required so estimate)
18.9 Choose: limited term, Upon Completion, or Continuous
18.10 Click green "Create Contract" at the bottom of the page
18.11 Click blue "+Create Contract Document" in upper right
18.12 Choose the type of Contract
18.13 Enter the Procurement contact, and Department
18.14 If emegency/disaster click the "yes" button
18.15 Click "Next" in the lower right
18.16 Enter title and bid number
18.17 Enter "TBD" for point of contact, Mailing address, phone number, and email
18.18 Answer the remaining questions
18.19 Click "Next" in lower right
18.20 Click "Insurance Coverage Required" to review coverages
18.21 Add a [space] to the end of the criteria (unless clauses are amended)
18.22 Click the green "Complete" button to the left
18.23 Click "Next" in lower right
18.24 Review the attachments, add anything the should be included
18.25 Click "Next" in lower right
18.26 Click on and address any missing fields
18.27 Click toggle in upper right to "preview"
18.28 Click "Export" in the Upper left, then "Download Document"
18.29 Choose "Full Package With Attachments"
18.30 Click to Download Package
18.31 Move Zip File to bid file in the H drive
18.32 Review the contract in the Zip file and save as a PDF
18.33 Merge all PDF files into a single PDF
18.34 Place Watermark "DRAFT" on the PDF
18.35 Attach draft contract as an attachment to the solicitation
19. Review Final Checklist. Update what is needed.
Invite Collaborators to give feedback on the Project
1. Under solicitation, click "Invite Collaborators" (must be registered on OpenGov)
2. Type the first part of the name, select from dropdown box
3. Choose whether they can "view only" or edit"
4. Click "Update" on the same the as the new entry
5. Click "Done" at bottom of the pop up box
Enter emails given by Dept on the Pre-Invite list to make sure certain vendors get invited
1. under Solicitation/Builder, select "Edit Pre-Invite list" under Other Actions.
Ask Collaborators Questions with the software, if needed
Create PDF or word version of solicitation: (Solicitation/Builder/View Document/Export (upper left)/Download Document /Full Package with Attachments/save in bid file)
IF ALTERNATIVE FUNDING IS USED: send a copy to the solicitation, attachments, and checklists to the funding source representative for approval
1. Create a folder in the One Drive under Solicitation Title, #
2. Attach everything from the project zip file downloaded from OpenGov
3. Include completed checklist in the file from funding source (if required)
4. Go to funding source website for updates of forms example: (http://www.FDOT.gov)
5. Once Solicitation is complete send a shared file via one drive to FDOT, Proj Mgr, & Engineer
Approval from Granting Source/Approval to Advertise
Review/Approval phase
1. Under Solicitation, click the green "Approval Setup" button under Next Action
2. The Department Director, Ben Few, & Procurement Manager are built in approvers
3. To add others: click "add approver" within the step desired
4. Type the first few letters of the name and choose from dropdown box
5. Click "Update Step"
6. Click the green "Start Review Process" button
Approvals are completed
Send Advertisement to Procurement Coordinator w/ GL account number, at least 3 days prior to publishing (if Construction over $200k)
Lis will send back ad confirmation. Save in solicitation file.
Issue the Solicitation via OpenGov
1. Under solicitation/builder/click the green "Finalize Document" button (everyone must approve first)
2.On the approval dashboard after everyone approves, Click green "Finalize Project" button at bottom of the page
3. Confirm by clicking the green "Finalize" button
4. Click the green "Draft Posting" button on the pop-up menu
5. Create the Post by clicking the green "Get Started" Button
6. Review the vendor questionnaire to make sure all questions pertain. Remove questions that don’t pertain by clicking the red X on the right side.
7. Once questions are correct, click "Save" and scroll to the top of the screen and Click "Timeline"
8. Verify dates, times, and meeting links are correct
9. Check the box next to "Confirm all dates are correct"
10. Choose the "Posting Options" that for this solicitation, including "Do you want pricing to post? The default is Yes.
11. Click "Save" at the bottom of the page
12. Click the green "Schedule Post" button at the bottom of the page
13. Choose to post now, or set up a later date
14. Click the green "Publish Post" button
Conduct a Pre-Submittal Meeting, if desired (this is done outside the Platform)
1. Create Sign_in Sheet
2. Create and bring Agenda
3. Create a Teams link to record meeting
4. After meeting, save recording to solicitation file on H drive
5. Post (sign-in sheet, agenda, & recording) as a Notice on E-Procurement platform
Answer respondents questions through the platform
1. Under solicitation/sourcing/click Question & Answer
2. Answer the question or assign to a collaborator (a registered employee)
3. Review your response/ or that given by the department
4. Select "release" to post the Q&A, or "Edit" to edit the reply
To Create an Addendum (changes terms of the solicitation other than Q&A)
1. Under solicitation/sourcing/click "Addenda & Notices"
2. Click "Draft Addendum"
3. Enter text for the addendum
4. If there are attachments, drop and drag attachments accordingly
5. If alternative funding is used, send copy of the addendum to the funding source (do not post until funding source approves)
6. Click "Save New Addendum"
To Create a Notice (add agenda of a meeting, sign-in sheets, recording, etc)
1. Under solicitation/sourcing/click "Addenda & Notices"
2. Click "Draft Notice"
3. Enter a Title for the notice
4. Enter the description/details of the Notice
5. Drop/Drag any attachments (recordings, sign-in sheets, etc)
6. Click "Save New Notice"
Opening the Solicitation
1. Open the Teams or Zoom link and make sure your recording the opening
2. After the official date and time, goto Solicitation/Sourcing/click the "Submitted Responses" button
3. If public (construction related), read aloud the names of the respondents and their totals
3.1. Under Solicitation/Evaluations/click "Manage Responses", then the "Bid Tabulation" tab
4. Click on one response at a time.
5. Review the questionnaire and check next to the "pass" or "fail".
6. If Construction, click on the Bid Bond and make sure they submitted a 5% bid bond
7. If the response doesn’t meet the requirements of the solicitation, check "Disqualify Response"
7.1 If checked, choose reason why the response is disqualified
7.2 Toggle if the respondent should be notified through the system
7.3 Click "Disqualify Response" or "Cancel"
8. Repeat steps 4-7 for each response
9. Click "back to responses"
10. Click "report" above the table of responses to download the response to the bid file.
11. Click on the title to go back to the main page.
Download Submittals to the bid file to attach to "green sheet/agenda item"
1. Under Solicitation/Sourcing/click "Submitted Responses" button
2. to export the answers to the questions, click "report in the left corner above the table
3. to export proposals, click into each proposal, goto the question titled "Proposal Documents" and download each individually
Download Bid Tabulation. And modify the report to add to the green sheet/agenda as an attachment
1. Click Solicitation / Evaluations / Bid Tabulation
2. Click "Export this table" / "export to Excel
3. Saving bid solicitation file as a PDF
4. Attach PDF to green sheet/agenda item
Post Teams or Zoom recording (see Notices)
Check the Federal (www.Sam.gov) and State Suspended Vendor List (https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists/suspended_vendor_list)
Evaluations
1. From the main project page, click the green "Create Evaluation" button
2. Click "Start Evaluation" from the dropdown box
3. Review the Criteria to make sure it is correct.
4. Click "Next" in the lower right corner
5. Select all Evaluators
6. Click "Start Adding Responses" from the dropdown box.
7. Click the green "Release to Evaluators" in the upper left.
8. Click Release Evaluation in the dropdown box
Review/Selection Committee
Issue "Intent to Award Letter"
1. Under Solicitation/Evaluations/Manage Responses/Selected Vendor(s) tab
2. Click the "Intent to Award Letter" at right corner of the table
3. Choose the supplier to issue the letter to
4. Choose Word Format
5. Click to Download Word Document
6. Open Downloaded file / modfiy as needed
7. Save a Word and PDF copy in H drive bid file
8. Post Intent to Award as a Notice-/solicitation/sourcing/Addenda & Notices
Create a Contract
1. Solicitation/Evaulations/Manage Responses/Selected Vendors
2. Click "+Add Contract" to the right of the selected vendor
3. Check "share project with Project", then click "+add contract"
4. Choose Procurement Classification from the drop down menu
5. Choose Contract Type from the drop down menu
6. Choose Funding Source from the drop down menu
7. Check any that apply: piggyback language, cooperative, bid protest, contract claim, re-bid, or emergncy
8. Enter Start Date (this field is required so estimate)
9. Choose: limited term, Upon Completion, or Continuous
10. Click green "Create Contract" at the bottom of the page
11. Click blue "+Create Contract Document" in upper right
12. Choose the type of Contract
13. Enter the Procurement contact, and Department
14. If emegency/disaster click the "yes" button
15. Click "Next" in the lower right
16. Enter title and bid number
17. Enter "TBD" for point of contact, Mailing address, phone number, and email
18. Answer the remaining questions
19. Click "Next" in lower right
20. Click "Insurance Coverage Required" to review coverages
21. Add a [space] to the end of the criteria (unless clauses are amended)
22. Click the green "Complete" button to the left
23. Click "Next" in lower right
24. Review the attachments, add anything the should be included
25. Click "Next" in lower right
26. Click on and address any missing fields
27. Click toggle in upper right to "preview"
28. Click "Export" in the Upper left, then "Download Document"
29. Choose "Full Package With Attachments"
30. Click to Download Package
31. Move Zip File to bid file in the H drive
32. Review the contract in the Zip file and save as a PDF
33. Merge all PDF files into a single PDF
34. Place Watermark "DRAFT" on the PDF
35. Attach draft contract as an attachment to the solicitation
If Alternate funding is used (Grant/FDOT): send finalized contract to the grantor for review
Contract approved by Grantor
Send Contract by email to recommended awardee for signature
Signed Contract & COI received from Contractor
Procurement to review of Contract & Certificate of Insurance (COI) for completeness
Create "Green Sheet"/Agenda item: when a department recommendation is received to move forward then create an Agenda item in Peak Software for the next available meeting.
1. Attach Contract (Att A-Solicitation, Att B-Response, all other completed attachments)
Council approved
Received executed Contract from the Clerk
Send executed Contract to Contractor/Consultant and Project Manager

RFP/RSQ Checklist for OpenGov Solicitations

&Z&F &P

ITB

Date CompletedDescription
Received Intake Request (if grant related, make sure signed grants and cklists are included) Important – Procurement Rep needs to review the entire material received from the department for completeness that all documents provided has been received. Alert – The Procurement Rep cannot begin preparing any documents until all documentation has been received.
If grant related, read the entire grant agreement
Create Project from Intake Request
1. Click Intake / goto "My Reviews on left toolbar
2. Click desired Project
3. Click view Request and look over information / review information under each tab
4. Click "Create Project"
5. Click "Get Auto Number" to get next solicitation number"
6. Click next to "Categories" to search from NIGP codes (select all that apply or are close)
7. Click "Next" in lower right corner
8. Review and answer unanswered questions (click next in bottom right when completed)
9. Review summary and background. Modify as needed.
10. Enter dates for timeline. Remove lines that aren't needed
11. Review Summary and Background. Enter from Intake if needed.
12. Review/edit anything under Document Editor, click into each section.
13. Review Evaluation Criteria. Edit is needed.
14. Review Instructions. Remove clauses described as ITB or RFO/RSQ that don't apply
15. Review sections. Modify if needed.
16. Review Vendor Submission Questions. Remove those that don’t apply.
17. Review attachments. Move internal documents to supporting attachments
18. Create a contract to serve as a draft.
18.1 Go to main screen, select contract
18.2 Click green "+Add Contract" button
18.3 Check "share project with Project", then click "+add contract"
18.4 Choose Procurement Classification from the drop down menu
18.5 Choose Contract Type from the drop down menu
18.6 Choose Funding Source from the drop down menu
18.7 Check any that apply: piggyback language, cooperative, bid protest, contract claim, re-bid, or emergncy
18.8 Enter Start Date (this field is required so estimate)
18.9 Choose: limited term, Upon Completion, or Continuous
18.10 Click green "Create Contract" at the bottom of the page
18.11 Click blue "+Create Contract Document" in upper right
18.12 Choose the type of Contract
18.13 Enter the Procurement contact, and Department
18.14 If emegency/disaster click the "yes" button
18.15 Click "Next" in the lower right
18.16 Enter title and bid number
18.17 Enter "TBD" for point of contact, Mailing address, phone number, and email
18.18 Answer the remaining questions
18.19 Click "Next" in lower right
18.20 Click "Insurance Coverage Required" to review coverages
18.21 Add a [space] to the end of the criteria (unless clauses are amended)
18.22 Click the green "Complete" button to the left
18.23 Click "Next" in lower right
18.24 Review the attachments, add anything the should be included
18.25 Click "Next" in lower right
18.26 Click on and address any missing fields
18.27 Click toggle in upper right to "preview"
18.28 Click "Export" in the Upper left, then "Download Document"
18.29 Choose "Full Package With Attachments"
18.30 Click to Download Package
18.31 Move Zip File to bid file in the H drive
18.32 Review the contract in the Zip file and save as a PDF
18.33 Merge all PDF files into a single PDF
18.34 Place Watermark "DRAFT" on the PDF
18.35 Attach draft contract as an attachment to the solicitation
19. Review Final Checklist. Update what is needed.
Invite Collaborators to give feedback on the Project
1. Under solicitation, click "Invite Collaborators" (must be registered on OpenGov)
2. Type the first part of the name, select from dropdown box
3. Choose whether they can "view only" or edit"
4. Click "Update" on the same the as the new entry
5. Click "Done" at bottom of the pop up box
Enter emails given by Dept on the Pre-Invite list to make sure certain vendors get invited
1. under Solicitation/Builder, select "Edit Pre-Invite list" under Other Actions.
Ask Collaborators Questions with the software, if needed
Create PDF or word version of solicitation: (Solicitation/Builder/View Document/Export (upper left)/Download Document /Full Package with Attachments/save in bid file)
IF ALTERNATIVE FUNDING IS USED: send a copy to the solicitation, attachments, and checklists to the GRANTOR representative for approval
Approval from Granting Source/Approval to Advertise
Review/Approval phase
1. Under Solicitation, click the green "Approval Setup" button under Next Action
2. The Department Director, Ben Few, & Procurement Manager are built in approvers
3. To add others: click "add approver" within the step desired
4. Type the first few letters of the name and choose from dropdown box
5. Click "Update Step"
6. Click the green "Start Review Process" button
Approvals are completed
Send Advertisement to Procurement Coordinator w/ GL account number, at least 3 days prior to publishing (if Construction over $200k)
Lis will send back ad confirmation. Save in solicitation file.
Issue the Solicitation via OpenGov
1. Under solicitation/builder/click the green "Finalize Document" button (everyone must approve first)
2.On the approval dashboard after everyone approves, Click green "Finalize Project" button at bottom of the page
3. Confirm by clicking the green "Finalize" button
4. Click the green "Draft Posting" button on the pop-up menu
5. Create the Post by clicking the green "Get Started" Button
6. Review the vendor questionnaire to make sure all questions pertain. Remove questions that don’t pertain by clicking the red X on the right side.
7. Once questions are correct, click "Save" and scroll to the top of the screen and Click "Timeline"
8. Verify dates, times, and meeting links are correct
9. Check the box next to "Confirm all dates are correct"
10. Choose the "Posting Options" that for this solicitation, including "Do you want pricing to post? The default is Yes.
11. Click "Save" at the bottom of the page
12. Click the green "Schedule Post" button at the bottom of the page
13. Choose to post now, or set up a later date
14. Click the green "Publish Post" button
Conduct a Pre-Submittal Meeting, if desired (this is done outside the Platform)
Answer respondents questions through the platform
1. Under solicitation/sourcing/click Question & Answer
2. Answer the question or assign to a collaborator (a registered employee)
3. Review your response/ or that given by the department
4. Select "release" to post the Q&A, or "Edit" to edit the reply
To Create an Addendum (changes terms of the solicitation other than Q&A)
1. Under solicitation/sourcing/click "Addenda & Notices"
2. Click "Draft Addendum"
3. Enter text for the addendum
4. If there are attachments, drop and drag attachments accordingly
5. If alternative funding is used, send copy of the addendum to the funding source (do not post until funding source approves)
6. Click "Save New Addendum"
To Create a Notice (add agenda of a meeting, sign-in sheets, recording, etc)
1. Under solicitation/sourcing/click "Addenda & Notices"
2. Click "Draft Notice"
3. Enter a Title for the notice
4. Enter the description/details of the Notice
5. Drop/Drag any attachments (recordings, sign-in sheets, etc)
6. Click "Save New Notice"
Opening the Solicitation
1. Open the Teams or Zoom link and make sure your recording the opening
2. After the official date and time, goto Solicitation/Sourcing/click the "Submitted Responses" button
3. If public (construction related), read aloud the names of the respondents and their totals
3.1. Under Solicitation/Evaluations/click "Manage Responses", then the "Bid Tabulation" tab
4. Click on one response at a time.
5. Review the questionnaire and check next to the "pass" or "fail".
6. If Construction, click on the Bid Bond and make sure they submitted a 5% bid bond
7. If the response doesn’t meet the requirements of the solicitation, check "Disqualify Response"
7.1 If checked, choose reason why the response is disqualified
7.2 Toggle if the respondent should be notified through the system
7.3 Click "Disqualify Response" or "Cancel"
8. Repeat steps 4-7 for each response
9. View Pricing table, click “Bid Tabulations”

Click the “Bid Tabulations” tab Options:

To Print table only, click export to excel to the right of Bid Schedule To print a report that includes the pass/fail items, click “Report” to the right of the top section

Download Submittals to the bid file to attach to "green sheet/agenda item"
1. Under Solicitation/Sourcing/click "Submitted Responses" button
2. to export the answers to the questions, click "report in the left corner above the table
3. to export proposals, click into each proposal, goto the question titled "Proposal Documents" and download each individually
Download Bid Tabulation. And modify the report to add to the green sheet/agenda as an attachment
1. Click Solicitation / Evaluations / Bid Tabulation
2. Click "Export this table" / "export to Excel
3. Saving bid solicitation file as a PDF
4. Attach PDF to green sheet/agenda item
Post Teams or Zoom recording (see Notices)
Check the Federal (www.Sam.gov) and State Suspended Vendor List (https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists/suspended_vendor_list)
Notify the Project Manager. Send Email (outside the Platform) to the Project Manager telling that you’ve opened the solicitation, they can view the results, and you will be waiting for as department recommendation whether to move forward.
Department recommendation is received from the requesting department
Issue "Intent to Award Letter"
1. Under Solicitation/Evaluations/Manage Responses/Selected Vendor(s) tab
2. Click the "Intent to Award Letter" at right corner of the table
3. Choose the supplier to issue the letter to
4. Choose Word Format
5. Click to Download Word Document
6. Open Downloaded file / modfiy as needed
7. Save a Word and PDF copy in H drive bid file
8. Post Intent to Award as a Notice-/solicitation/sourcing/Addenda & Notices
Create a Contract
1. Solicitation/Evaulations/Manage Responses/Selected Vendors
2. Click "+Add Contract" to the right of the selected vendor
3. Check "share project with Project", then click "+add contract"
4. Choose Procurement Classification from the drop down menu
5. Choose Contract Type from the drop down menu
6. Choose Funding Source from the drop down menu
7. Check any that apply: piggyback language, cooperative, bid protest, contract claim, re-bid, or emergncy
8. Enter Start Date (this field is required so estimate)
9. Choose: limited term, Upon Completion, or Continuous
10. Click green "Create Contract" at the bottom of the page
11. Click blue "+Create Contract Document" in upper right
12. Choose the type of Contract
13. Enter the Procurement contact, and Department
14. If emegency/disaster click the "yes" button
15. Click "Next" in the lower right
16. Enter title and bid number
17. Enter "TBD" for point of contact, Mailing address, phone number, and email
18. Answer the remaining questions
19. Click "Next" in lower right
20. Click "Insurance Coverage Required" to review coverages
21. Add a [space] to the end of the criteria (unless clauses are amended)
22. Click the green "Complete" button to the left
23. Click "Next" in lower right
24. Review the attachments, add anything the should be included
25. Click "Next" in lower right
26. Click on and address any missing fields
27. Click toggle in upper right to "preview"
28. Click "Export" in the Upper left, then "Download Document"
29. Choose "Full Package With Attachments"
30. Click to Download Package
31. Move Zip File to bid file in the H drive
32. Review the contract in the Zip file and save as a PDF
33. Merge all PDF files into a single PDF
34. Place Watermark "DRAFT" on the PDF
35. Attach draft contract as an attachment to the solicitation
If Alternate funding is used (Grant/FDOT): send finalized contract to the grantor for review
Contract approved by Grantor
Send Contract by email to recommended awardee for signature
Signed Contract & COI received from Contractor
Procurement to review of Contract & Certificate of Insurance (COI) for completeness
Create "Green Sheet"/Agenda item: when a department recommendation is received to move forward then create an Agenda item in Peak Software for the next available meeting.
1. Attach Contract (Att A-Solicitation, Att B-Response, all other completed attachments)
Council approved
Received executed Contract from the Clerk
Send executed Contract to Contractor/Consultant and Project Manager

ITB Checklist for OpenGov Solicitations

File details come from the government source that posted it. Updated .