RFP-Checklist.docx

Request for Proposals Checklist

(RFP)

RFP No. __________________________________________ Date: __________________________________

☐Request to Initiate RFP Form ☐with attached Scope of Services & any other documentation for solicitation (provide electronically)

Update Log at each Milestone _____City Funded Projects

· Prepare appropriate Solicitation Documents utilizing the folder MasterDoc-2020-2021 – RFP Master Date: ____________________

· Send electronic Draft to Procurement Manager, Department Director, Project Manager, Ben Few, Risk Management Consultant –

___ with or ___ without changes

· Returned from Department Manager, Project Manager or Risk Date: ____________________ ___ with or ___ without changes

· If Procurement Mgr, Department Mgr or Risk has changes, Correct all changes to the documents and Send electronically back for review & approval Date: ____________________

· Receive approvals from Procurement Mgr and Project Mgr, Department Director or Risk Date: ____________________

☐Complete RFQ Solicitation Documents ☐Incorporate any comments (from PM and/or FDOT) ☐Assign:

___ FDOT Project

STEP 1:

· Prepare appropriate Solicitation Documents utilizing the folder MasterDoc-2020-2021 – RFP Master Date: _____________________

· Must obtain all FDOT forms from the FDOT website – http://www.FDOT.gov/programmanagement/lap/forms/lapforms

· Requires the Professional Services Contract Checklist (form #525-010-49)

· Must follow each step and utilize each form that is mentioned in the checklist

· All forms can be found on the above link

STEP 2:

· Once Solicitation Document is completed send electronic Draft to FDOT for

___ with or ___ without changes

· If FDOT has changes, correct all changes to the Document, update checklist and send electronically back to FDOT for review and approval Date: _____________________

· Receive FDOT approval (in writing) to advertise project Date: _____________________

____Federally Funded Project

STEP 1:

· Prepare appropriate Solicitation Documents utilizing the folder MasterDoc-2020-2021 – RFP Master Date: _____________________

· Generally, the Request to Initiate Memo will be accompanied by the specific Federal Agency and will also come with the Agreement between the City and Agency and will specify all requirements of the project.

· Procurement Rep assigned to the project MUST read through the Agreement and all requirements.

· If any specific language or forms are required Procurement Rep MUST obtain them from the specific Agency website.

· Note: Each Agency may or may not have a project checklist.

STEP 2:

· Once Solicitation Document is completed send electronic Draft

___ with or ___ without changes

· If Agency has changes, correct all changes to the Document and send electronically back to Agency for review and approval Date: ______________________

· Receive Agency approval (in writing) to advertise Date: ______________________ project Date: _______________

☐Complete RFP Solicitation Documents ☐Incorporate any comments (from Department Manager and/or FDOT) ☐Assign:

☐Time to Advertise ☐ A solicitation will be advertised if the projected project cost is over $200,000.00 ☐ Email Advertisement to FNPLEGALS@Gannett.com & jpeace@gannett.com (ask for proof/cost & provide P-card for payment) ☐ Receive Proof from News Press (project specific should be charged to the department requesting) Provide Admin Assistant copy of receipt for processing payment Note: If FDOT/Federal Agency project provide proof & receipt to Contracts & Grant Specialist Date of Publication: Deadline:News Press Schedule

☐Set-Up Important Dates on Calendars ☐ Department Manager to Calendar Invite ☐ CFMPurchasing to Calendar Invite ☐Pre-Submittal Conference & Location: __________________________________________ ☐Question Deadline ____________________________________________________________ ☐Submittal Deadline ____________________________________________________________ ☐Shortlist Meeting _____________________________________________________________ ☐Presentations (if known) _______________________________________________________

☐Day of Advertisement (1st thing in the morning) ☐Post PDF RFP Documents on Planet Bids https://www.planetbids.com/hub/hub.cfm ☐ Pre-Submittal Meeting (if applicable)

☐Meeting Planner on Calendars for “Short-List” Selection Committee Meeting to:

☐ Selection Committee ☐ City Clerk, ☐ Deputy City Clerk, ☐ Public Notice Official, ☐ Records Supervisor ☐Attach copy of RFP Document ☐Attending Pre-Submittal Conference (if required). Must be recorded (audio)

☐Post recording on PlanetBids ☐Note: If any questions are received through CFMPurchasing “prior to assigned deadline date” compile list for Department Manager and then email list.

Note: FDOT/Federal Agency will need to approve all material addendum changes prior to posting.

☐Letters of Interest – Submittal Deadline Day ☐Open all submittals thru PlanetBids received by 2:00 p.m.

☐Save each response into your project file ☐Prepare Overview of Submittals Form

Note: For a FDOT/Federal Agency project: If fewer than 3 submittals are received must notify FDOT/Federal Agency prior to proceeding

☐Procurement Rep reviews each submittal for compliance to the RFP requirements utilizing the Overview of Submittals Form.

· Procurement Rep is responsible for completing the Selection Committee Evaluation Sheet for: MBE Compliance; Staff Location; Office Location and Volume of Work.

· Procurement Rep is responsible for verifying the submitters names on the suspension/debarment Convicted Vendor List via SAM website

☐Once review completed copy each submittal response to the Global (S:) Drive under “Procurement Services”, “SELECTION COMMITTEE”, create project file with project # and title ☐Prepare the following forms for Selection Committee & Meeting:

☐Email to Committee Members, documents above, under “For Selection Committee” - (Voting & Non) – utilizing standard email

☐Attend Selection Committee/Short-List Meeting – (Note: this meeting needs to be Audio recorded) ☐Make sure everyone present in the room signs in.

☐Procurement Rep. Opens the meeting and puts on record:

· Call the meeting to order – specify your name the date and time

· Solicitation Number

· Project Title

· Committee Introductions & any conflicts

· # of submittals received

· List firm names

· Each member needs to put on record the strengths and weaknesses of each submittal.

· After each member is done and any additional discussions have been put on record members will complete and sign off on the evaluation form, turn all forms over to the Procurement Rep.

· The Procurement Rep will calculate all scores and will read the ranking on record.

· Follow directions on the Introduction and Comments document for meeting protocols.

Note: You should know during this meeting whether presentations will be required or not – Procurement Rep will need to schedule a date and time for presentations to be held in Council Chambers.

SCENARIO #1 – NO PRESENTATIONS

☐After Selection Committee/Short-List Meeting ☐Prepare Notice of Intent Letters addressed to all firms that submitted (i.e., company name/contact/email) ☐ If FDOT/Federal Agency project must email first all evaluation Forms (Selection Committee & Final) along with Notice of Intent letters for approval of the #1 ranked firm.

☐Once FDOT/Federal Agency has approved email to all and include evaluation Form ☐ Email to all and include evaluation Forms ☐Prepare green sheet for City Council approval thru PEAK utilizing the following motions:

☐Specific Projects Approve ranking of firms for (PROJECT TITLE), Request For Proposals No. 0000-00, and authorize negotiations with the number one ranked firm as follows:

1. List firms 1, 2 ,3 etc.

2. If negotiations are not successful with the #1 ranked firm authorize staff to terminate and undertake negotiations with the #2 firm and if necessary, the #3 firm.

SCENARIO #2 – PRESENTATIONS

☐Meeting Planner on Calendars for Presentation Committee to: (Note first need to check to see if Council Chambers is available) ☐ Presentation Committee

(if applicable) ☐Draw numbers on short-list firms for order to give presentation ☐Prepare letters to selected firms and the Request for Written Materials & Oral Presentations (agenda/questions) for presentations, give deadline for written material to be delivered or emailed to Procurement Services for distribution to committee at least 1-2 days before meeting ☐Email to ALL presenting firms ☐Prepare & provide the following forms:

☐Email the above documents to Selection Committee utilizing standard email.

☐Make sure everyone present in the room signs in (Selection Committee & Presenters) ☐Procurement Rep. Opens the meeting and puts on record:

· Call the meeting to order – specify your name the date and time

· Solicitation Number

· Project Title

· Committee Introductions

· # of presentations to be heard

· Announce the first presenter ☐Make sure to write down on the introduction sheet when the meeting starts and ends:

☐Make sure to announce each presenter and write down start and end times for each presenter.

Note: When all presentations are complete discussions begin with the committee for final ranking ☐After Presentation Meeting (if applicable) ☐Prepare Notice of Intent Letters addressed to all firms that submitted (i.e., company name/contact/email) ☐ If FDOT/Federal Agency project, must email first all evaluation Forms (Selection Committee & Final) along with Notice of Intent letters for approval of the #1 ranked firm.

☐Once FDOT/Federal Agency has approved email to all and include evaluation Form ☐ Email to all and include evaluation Forms ☐Prepare Green Sheet on PEAK with the following appropriate language:

☐Project Specific Projects Approve ranking of firms for (PROJECT TITLE), Request For Qualifications No. 0000-00, and authorize negotiations with the number one ranked firm as follows: List firms 1, 2 ,3 etc., If negotiations are not successful with the #1 ranked firm authorize staff to terminate and undertake negotiations with the #2 firm and if necessary, the #3 firm; authorize Mayor and City Manager to execute successful contract.

☐Route thru PEAK system for City Council Approval ☐After Council Approval (For Project Specific) ☐Procurement will send a Notice of Award (asking for additional info) to #1 Ranked firm, along with a partially prepared Professional Services Agreement (PSA) and advise them that they will be contacted by the Department to begin contract negotiations.

☐Once negotiations are completed with the consultant by the Department notify Procurement and consultant completes the PSA.

☐ If a FDOT/Federal Agency project the Department Manager must submit the negotiated fees to FDOT/Federal Agency for approval before the City can proceed ☐Once negotiations are completed – One (1) executed agreement (PSA) & certificate of insurance (COI) will be provided to Procurement ☐Procurement will review PSA &COI for completeness and compliance – ☐Procurement will prepare COI Pre-Approval Form and email it along with the consultants COI for approval to the City’s Insurance Consultant and cc: City Risk Manager ☐Procurement will prepare the Green Sheet for final approval of the PSA along with the awarded amount and include authorize Mayor & City Manager to execute Agreement.

☐Procurement will provide City Clerk with a tabbed COI approval and tabbed original Agreement for City signatures upon Council approval.

☐After Council approval and Professional Service Agreements are fully executed – City Clerk returns to Procurement ☐Procurement is responsible for transmitting the fully executed agreement to the firm, Department Manager & FDOT/Federal Agency with standard email ☐Requisition is issued through the Eden System ☐Upload Contract to PlanetBids once is fully executed.

Revised 08/2021