M20-0083_Contract_File_Folder_Layout_Firefighter_Turnout_Gear_and_Accessories.doc

Red File - Layout for each tab is to be built from bottom to top in reverse chronological order.

(All documents listed may not apply. Individual File will include all applicable documents.)

Project: Firefighter Turn Out Gear and Accessories (Annual) BPM # 002958 Master Contract #DEMA CTR 052552 & 052553 Red File # M20 - 0083

TAB 1 - Contract Documents:

New Construction Only - Close Out Documents:

__N/A__ Substantial Completion

__N/A__ Contractors Releases __N/A__ Contractors Affidavit __N/A__ Consent of Surety

__N/A__ Warranty

__N/A__ Lien Waivers from Subcontractors __N/A__ Lien Notices from Subcontractors

__N/A__ As builts (To user including AutoCad) √ In Electronic Red File

√ In APP __ Offer & Acceptance (Signed by CPO __) In Red File-on top, with all Solicitation Documents (With Award) pdf __ (Contract) Public __ __ Email CPO for Approval - Offer & Acceptance, Executed Evaluation Summary, ROC, SAM

_NA_ Certificate of Insurance (Prime & Sub) (With Award) pdf __ (Contract)

Public __ _NA_ Performance/Payment Bonds (With Award) pdf __ (Contract)

Not Public _N/A_ __ Notice of Intent to Award (P&C to Supplier) AFTER Project Manager Signs Evaluation (With Award) pdf __ (Contract)

Public __ (Email Verbiage - Forms, IFB/RFQ, Notice of Intent to Award Email) __ Email Supplier Notice of Intent to Award (COI Due na XX/XX/20) Rec’d Certificate of Insurance __ Pmt/Perform Bond __ _NA_ License Verification - ROC, Pest Management, Professional, etc… (Prime & Sub) (With Award) pdf __ (Procurement)

Public __ License #(s) - ROCXXXXXX, XXXXXXXXX, XXXXXXXXX, __ SAM Verification (Prime & Sub) (With Award) pdf __ (Procurement)

_N/A_ Access File Created Date: ____N/A_____________

Updated Access File Date: __N/A__

Date: __N/A__ _____ Supplier Awarded Contract: _L N Curtis and Sons & WS Darley and Company_________ Date _01/21/21_ Contract Renewal Date (Annual Contract ONLY) __ Year 2 Contract Renewal - Date Renewed: 01/14/22 Renewal Year From: 01/19/22 To: 01/20/23 __ Year 3 Contract Renewal - Date Renewed: XX/XX/23 Renewal Year From: XX/XX/23 To: XX/XX/24 __ Year 4 Contract Renewal - Date Renewed: XX/XX/24 Renewal Year From: XX/XX/24 To: XX/XX/25 __ Year 5 Contract Renewal - Date Renewed: XX/XX/25 Renewal Year From: XX/XX/25 To: XX/XX/26 Page Complete __ TAB 2 - Contract:

__ Master Contract (APP Contract) (With Award) pdf __ Contract

__ Save to “M” File

Public Auto _N/A_ Listed on White Board - Date: _N/A_

_N/A_ Remove from White Board Date: _N/A_

__ “Shared” Drive File Created Date: _09/10/20_

__ “M” File Folders Created __ 1. Solicitation Documents

__ 2. Procurement File

__ 3. Contract Award __ Contract Amendment (Signed) & APP Change Order (Printed) pdf __ 3. Contract Amendments

Public __ Contract Amendment __ Header - Date & Description Changes __ Price List - Add/Change/Delete Line Items __ Documents - Documents Attached __ Submit __ Sign Setup Project (With Bid)

__ Solicitation Type - RFQ

__ Type - Rfx __ Label = DEMA + Project Name + (M#) + Annual or Single __ Agency - AZDEMA __ Commodity - Select

__ Identify Suppliers Tab (With Bid) = Suppliers on Bid (Contact Selected for Each Supplier) _18 # of Bidders Selected __ Prepare Rfx - Setup Tab (With Bid)

__ RFx Type

__ Label = DEMA + Project Name + (M#) + Annual or Single __ Bid Issue Date

__ Bid Due Date

__ Publication Date

__ Process = Pre Bid Information

__ Summary = Project Information + Per Scope of Work. Suppliers MUST fill in the items grid completely. Do not attach a separate pricing proposal. Include all required documents with bid submission.

__ Advanced Options Section (Set Up Page - Bottom Left Side) Verify these Boxes are Checked (With Bid) Buyer can change bid due date Post to public portal Sealed bids Supplier must acknowledge __ RFx Exhibits (With Bid)

Solicitation Documents (Entry for Each Document added to Solicitation)

__ Create Document __ Title = Document Name __ Attachment(s) __ Save & Close

__ Document Upload Order - Advertisement, Significant Procurement Role, Solicitation, Scope of Work, Plans/Exhibits, Uniform Terms & Conditions, Uniform Instructions __ Suppliers (With Bid) = Suppliers from Identify Suppliers Tab

_N/A_ Technical Questionnaire

_N/A_ Technical Evaluation Questionnaire _N/A_ Financial Questionnaire

_N/A_ Financial Evaluation Questionnaire __ Items (Line) (With Bid)

__ Enter Each Line Item Per Scope of Work (Include “M” # with Code I.D. for each line)

__ Separate Line for “Tax Associated with Project” (Sales Tax Code 93160000)

_N/A_ Workflow

Release Date (With Bid) __ Verify Release & Due Dates Release Date ___09/22/20____

Onsite Date NA___ ____

Due Date ___09/29/20____ __ Submit for Approval Page Complete __

TAB 3 - Bidding & Evaluation Process:

__ Evaluation Summary / Evaluation Reports (Fully Executed) (With Award) pdf __ (Procurement)

Public __ (Contract Award/Procurement Summary, Signed Document Arizona Procurement Portal - APP)

__ Email CPO for Approval - Evaluation Summary, Offer & Acceptance, ROC, SAM, Solicitation Holders List, Memo (One Offer)

__ Email End User - Evaluation Summary (CPO Sign) Quote History/Bid Synthesis (Email Verbiage-Forms, IFB/RFQ, Evaluation Summary Email) __ Received Executed Evaluation Summary from End User pdf __ _N/A_ Evaluation Committee Consensus Memo (If Necessary) (With Award) pdf _N/A_

Public _N/A_ _N/A_ Consolidated Memo Score Sheet (If Necessary) (With Award) pdf _N/A_

NA_ Written Determinations - Related to Solicitations and Evaluation (With Award) Email Sent __ Email Rec’d pdf __ pdf __ (Procurement) Public __ (One Offer - Single Response, Small Business, Etc..)

__ Bid Synthesis (Spreadsheet) (With Award) pdf __ (Procurement)

_NA Quote History (File, Print Preview, Landscape, Shrink to Fit, Print to PDF, Save) (With Award) pdf __ (Contract)

Public __ _NA_ Bid Bond (When Required - IFB, Etc…) (With Bid Open) pdf __ (Procurement)

__ Solicitation Holders List (With Bid) pdf __ (Procurement)

Not Public _N/A_ Identify Supplier Tab, Click Extract Supplier List (Light Blue Tab at Top) Select “English” Option, Open File, Save as PDF

Or Click Gear (bottom right) Export to Excel, Format, Save as PDF

Save As: M20-0083 Solicitation Holders List _NA_ Newspaper Ad Acknowledgement (Notice) - Required for everything over 100K (With Bid) pdf _NA_ (Procurement) Not Public _N/A_ _NA Newspaper Ad - Required for everything over 100K ) pdf _NA_ Email Submitted _NA_ Acknowledgement Rec’d _NA_ (With Bid (Procurement) Public _NA _ Email Address: record_reporter@dailyjournal.com Email Subject: XX/XX/20 AZ DEMA Newspaper Advertisement (M20-00XX) Date from Newspaper Calendar in Forms Email Body: The attached information is to be published for a DEMA project advertisement on Month XX, 2020. Please contact me if you need additional information.

_NA Site Visit Pre Bid Sign In Sheet Submit to End User _NA_ Upload upon Receipt _NA_ pdf _NA_ (Solicitation)

Public __ __ Significant Procurement Role Notification (With Bid) pdf __ Email Sent __ pdf Email Sent __ (Procurement) Public __

Email Address: spo@azdema.gov Email Subject: Notification of Significant Procurement Role (M20-00XX) Email Body: Please Post __ SPO-120 - Procurement Disclosures (With Bid) Email Sent __ Email Rec’d __ pdf __ (Procurement) Not Public _N/A_

Email Subject: M20-00XX SPO 120 Project Name Email Body: Attached is the SPO120 for the above listed solicitation. Please complete, sign and return.

__ Upload Documents in this Order (With Bid) __ Advertisement __ Significant Procurement Role __ Solicitation __ Scope of Work __ Plans/Exhibits __ Uniform Terms & Conditions __ Uniform Instructions

Page Complete __ TAB 4 - Original Bid Documents:

_18 _ Total Suppliers

__ Sales Tax Code - 93160000 Commodity Code Selections (With Bid)

__ Commodity Code: _53102718_ Commodity Description: _Firefighter Uniforms_____________________________________

__ Commodity Code: __________ Commodity Description: _______________________________________________________

__ Commodity Code: __________ Commodity Description: _______________________________________________________

__ Commodity Code: __________ Commodity Description: _______________________________________________________

Documents to Include with Bid √ In Red File

_N/A_ Newspaper Ad - Required for Over 100k, N/A for Purchases (If Required) & Email Submitted (With Bid) pdf _N/A_ (Procurement) Public _N/A_ __ Significant Procurement Role Notification (With Bid) pdf __ (Procurement)

Public __ __ Original of Bid Document (Signed) (With Bid) Submit to CPO __ CPO Approval __ pdf __ (Solicitation)

Public __ Email to CPO Include: Solicitation Document (RFQ/IFB/Etc.), Scope of Work Email Verbiage: For your review, approval and signature

__ Scope of Work (With Bid) Submit to End User __ End User Approval __ pdf Email Approval to File __ pdf __ (Solicitation)

_N/A_ Drawings/Plans/Design (If Applicable) (With Bid) pdf __ (Solicitation)

Public _N/A_ __ Uniform Terms & Conditions V9 (Rev. 07.01.2013) (With Bid) pdf __ (Solicitation)

__ Uniform Instructions to Offerors (Rev. 9.2014) (With Bid) pdf __ (Solicitation)

__ DEMA Purchase Order Terms and Conditions (Automatic Upload) (With Bid) (Solicitation)

Public Auto __ Original Solicitation Amendments (Signed - RFQ, IFB, Etc…) (With Amendment) pdf __ (Solicitation) Public __ Amendment __ Set Up - Date & Description Changes __ Exhibits - Documents Attached __ Items - Add/Change/Delete Line Items __ Submit __ Open for Bidding Bid Approval & Sending Bid Process (Open for Bidding)

Bid Open Date __09/29/20__ __ Send Solicitation for Approval (Prepare Rfx - Green Tab at Top of Page)

Amended Open Date __10/07/20__ __ After Approval - Prepare to “Send” (Prepare Rfx Tab - Green “Send” Tab at Top of Page) Amended Open Date _10/14/20__ __ Verify Contact Selected for Each Supplier

Amended Open Date __10/21/20__ __ Edit Email Subject Line - Add Project Name at End of Existing Subject (Prior to Sending Email) __ Review/Edit Email Information (Prior to Sending Email) __ Send (Supplier Window)

__ Are You Sure = OK

__ Open Bidding Period = OK

__ Close

__ Email End user “The above listed solicitation is open for bidding Please notify all possible suppliers.”

TAB 5 - Correspondence Continued (Leave vacant until Tab 6 is full):

Open Bid

Print

__ View RFx Activity (Open IF Bids Submitted, Extend in NO Bids Submitted)

__ Prepare RFx - “Unlock” at Middle of Page (Blue Lock), “OK” & “Save”

Save __

__ Technical Envelope - Select Correct Round (Click Accept Proposal on All Bids) __ Close Envelope (Green Tab) Ok __ Save __ __ Financial Envelope - Select Correct Round (Click Accept Proposal on All Bids) __ Validate (Green Tab) Ok __ Save __ __ Analyze & Award Tab - Quote History (Proposal Tab - Click Gear (bottom right) Export to Excel, Adj, Add Title)(Contract) pdf __ Save __ __ Analyze & Award - Price Synthesis (Price Syntheses Tab, Export to Excel, Adjust to Fit Page-Landscape View, Save) (Procurement) pdf __ Save __ __ Analyze & Award - Attachments - (Price Syntheses Tab, Proposals, Select Lowest Bid, Print All Attachments, Save) (Procurement) pdf __ Save __ __ Analyze & Award - Offer & Acceptance Package - (Proposal Tab, Select Lowest Bid, Print Documents) (Contract) pdf __ Save __ __ Missing Documents - Request Missing Documents from Low Bidder pdf __ Email Sent __ Email Received __ (Solicitation) pdf __ Save __

Award Bid Analyze & Award __ Offer & Acceptance to CPO for Signature (__ Signed by CPO)

__ Select Trophy to Award Contract “OK” (Analyze Tab, Create/Update Contract Tab, Label & Type) - Save __ Synthesis Tab - Create/Update Contract

__ Contract “Title” & “Type” - Complete Title (Match Title & Type to Solicitation) & Title = Master - Save & Close __ Synthesis Tab - Click Contract Link (Add Contract # to Red File Cover Sheets)

__ Follow Blue Navigation Bar Tabs - Review & Complete All Aspects of the Contract

__ Header (Complete __ Dates & Scope of Application - Organization Hierarchy - __ Check ALL Divisions on DEMA) - Save

Review & Renewal Schedule __ Renewal Type __ Renewal Period (Months) __ Notification Date - Save __ Contacts

__ Authoring

__ Dates & Renewal

__ Negotiated Terms

__ Price List (Update Each Line Item)

__ Exhibits

__ Subcontractor’s

__ Confidential

__ Upload All Documents to Contract - Save __ Submit Contract to CPO for Approval

__ Sign Contract in APP - After CPO Approval After Approval

__ Print (pdf) Master Contract - After Signed by CPO, Add to Red File

(Synthesis Tab, Click Blue Contract Link, Printer Icon in Top Right Hand Corner of Contract Overview Page, Save as pdf in “M” File)

__ Save Master Contract to “Shared Drive - Project File”

Notify & Finalize

__ Synthesis Tab, Notification Column - Email __ Awarded Supplier __ Attach Signed Offer & Acceptance __ Copy to Self __ pdf Sent Email

__ Prepare Rfx Tab - Finalize Award (Green Tab at Top of Page) - Save

__ Non Selected Contractors (All)

__ Syntheses Tab - Contract Tab - Header Tab (Verify Public Contract Checked & Save) _N/A_ Type File Label & File

__ Email End User “The above listed contract has been awarded to “Supplier Name” today” (Contract) pdf __ Save __ File __

__ File Name - M20-00XX Award (End User Notification) Project Name (Email Sent)

__ Solicitation, “Set Up Project” Tab (Top Tab) - Change from “In Progress” to “Closed” & Save

TAB 6 – CORRESPONDENCE

__ Current Correspondence (Attached if Necessary)

_N/A_ DOA Facilities (100% State Funded Only - Construction)

(Approved cover & transmittal file on Page 3) AIA

_N/A_ United State Property & Fiscal Officer - USPFO (420-R, Plan Approval for Project)

_NA_ Funding Memo (Confirmation of Funding (see R1-7-A301 for requirement)

Scope of Work, Plans, Drawings, Plan Approval for Project, Etc..)

(With Bid) pdf __ (Solicitation) _N/A_ Pre Lien Notice (Not Attached)

Revised May 16, 2020