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PROCUREMENT FILE CHECKLIST
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.
| Document (follow SP006 for naming convention) |
| Available |
| Location |
(sub-folders) Definition
| Disclosure Statements and Significant Procurement Role Notification |
| Yes |
| [BPM002821] Pre-Solicitation Documents |
| Significant Procurement Role Notification and Procurement Disclosure Statements |
| Focus/Industry Group Meeting |
| N/A |
| [BPM002821] Pre-Solicitation Documents |
| Sign in Sheet and agenda for Focus or Industry Group Meeting |
List of notified vendors Bid List
| Yes |
| [BPM002821] Pre-Solicitation Documents |
| List of vendors notified of the solicitation via email from APP |
| Final solicitation BPM002821 |
| Yes |
| [BPM002821.] Solicitation Requirements and [BPM002821] Solicitation Instructions |
| Solicitation package: scope of work, terms & conditions and other required forms and documents |
| Legal Publication |
| Yes |
| [BPM002821] Pre-Solicitation Documents |
| Publication of Solicitation in Newspaper |
| Pre-Offer Conference |
| Yes |
| [BPM002821] Pre-Solicitation Documents |
| Pre-Offer Conference Sign in Sheet |
| Solicitation amendments |
| Yes |
| [BPM002821] Solicitation Amendment [No.] |
| Additions or modifications to the initial solicitation |
| Bids and offers |
| Yes |
| [BPM002821] Supplier Bids or [BPM002821] Supplier Proposals |
| “Bid” or “Proposal” means an offer in response to solicitation (R2-7-101) |
| Questions & Answers |
| Yes |
| [BPM002821.] Pre-Solicitation Documents |
| Question & Answer information copied from the Q&A section save as pdf document |
| Evaluation team Kick Off and other meetings |
| Yes |
| [BPM002821] Evaluation Documents |
| Independent Evaluator instructions and Evaluation team sign in sheets |
| Clarification: Requests and Responses |
| Yes |
| [BPM002821] Evaluation Documents |
| Clarification letter which provides understanding of an offer. Does NOT include material changes to the Solicitation or offer |
| Discussions, Negotiation requests and Offer responses |
| Yes |
| [BPM002821] 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 |
Offer revisions and Best and Final Offers (BAFOs)
| Yes |
| [BPM002821] Supplier BAFOs |
| Documentation offers final response to a solicitation |
Final evaluation report (Determinations) Award The Chancellor
| Yes |
| [BPM002821] Award Documents |
| Determinations, Scoring matrix, signed committee document and Award/Non-Award Letters |
Additional Info (if agency CPO requests & approves)
| Yes |
| [BPM002821] Award Documents |
| Documentation that can include award, written or responsibility determinations made during the procurement process |
This procurement file pertains to Solicitation #BPM002821 Statewide Electronic Resources and Related Multimedia Products
Arizona Department of Administration – State Procurement Office
| FM 301 Procurement File Checklist r2 | Rev. 2 |
| Effective: 23-March-2021 | Page of |