Solicitation_Checklist_Summary_5.18.26.xlsx
XLSX spreadsheet 18 KB Posted
- Solicitation number
- ITB 26-063
- Issued by
- Lee County, Fort Lauderdale City, Florida
About this file
This is a Solicitation Checklist Summary document that outlines the comprehensive procurement procedures for the City of Fort Myers for a Multiple Vendor contract to provide aftermarket upfitting services for fleet equipment and vehicles. The checklist establishes a standardized process for both Invitation to Bid (ITB) and Request for Proposal/Request for Qualifications (RFP-RSQ) procurement methods, requiring completion of an intake request, independent cost estimate, determination of contract type, and creation of solicitation documentation in OpenGov. The procedures mandate pre-submittal meetings with recorded Teams links, formal solicitation openings, and establishment of selection committees for RFP-RSQ procurements. Key timeline requirements include calendar invites for project managers, newspaper advertisements (mandatory for grant-funded or contracts exceeding $200,000), responses to vendor questions with funding source approval, and recording of all public meetings including pre-submittal conferences, openings, and selection committee proceedings.
The checklist requires verification of vendors against SAM.gov and state suspended vendor lists, with specific emphasis on minority business enterprise (MBE) outreach for grant-funded projects through searches in the Florida Marketplace vendor database using separate veteran, women, and minority designation filters. All grant-funded procurements must receive written concurrence from the funding source, with FDOT-funded contracts requiring document uploads to GAP by designated personnel. The process mandates cost/price analysis documentation, creation of Notice of Intent communications, issuance of rejection letters to non-awarded proposers, and execution of contracts through city council approval via agenda items. Final deliverables include obtaining purchase orders, Notices to Proceed, executed contracts sent to suppliers and project managers, and posting all contract management documentation in OpenGov. The checklist was most recently revised on April 23, 2026 for ITB procedures and April 28, 2026 for RFP-RSQ procedures, with items in red indicating grant-specific requirements.
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Text version
ITB- incl Grants checklist
| Date completed | Title: |
| Intake request received | |
| Obtain grant and read entire Agreement | |
| Obtain a Independent Cost Estimate (ICE) from the department | |
| Create documentation of determing what contract type to use"Federal Funding Procurement & Contract Checklist" (separate file) found under H:/Checklist | |
| Create H:/Checklists/Determination of Procurement-Contract Type | |
| Create solicitation in OpenGov | |
| __if grants funding is used that is not FEMA, remove all instances where FEMA is used and replace with proper term. | |
| Meet with Proj Mgr to discuss any questions/review contract | |
| Go through the "Federal Funding Procurement & Contract Checklist" (separate file) found under H:/Checklist | |
| Send for internal approvals (in OpenGov) | |
| *Procurement | |
| *Dept Manager | |
| *Dept Director | |
| *Risk | |
| *Legal | |
| * Grants Manager | |
| Email solicitation grant source for approval (have Thaddeus upload to GAP if FDOT) | |
| Receive concurrance from the grant source | |
| Finalize timeline | |
| Send calendar invites to Project Manager for prebid, question deadline, and opening | |
| * create Teams links for pre-submittal, opening, & selection committees | |
| Send email to Bernice Vono, Lily Baker, and Mary Hagemann annoucing public meetings (prebid, opening, Selection committee) | |
| Email newspaper ad to (ganlegpubnotice4@gannett.com) | |
| receive and pay for ad - place in bid file (need to grant documentation) | |
| Pay for ad by calling in your P-Card | |
| Mark GL account on receipt (see intake) and send to Kim Beaber | |
| Set up solicitation to auto release on desired date/time | |
| Send email to all MBE's in the County and save in bid file. Search for MBE's at - https://vendor.myfloridamarketplace.com/search/vendor |
The Minority supplier list requires 3 separate searches. One for Veteran, one for women and one for minority designation (only choose certified).
| Create Pre-Submittal paperwork |
| * print out sign-in sheet |
| *create agenda (H:/Procurement Solicitation Templates/Pre-Submittal Meeting) |
| Conduct Pre-Submittal meeting |
| *record meeting through Teams link (during the meeting) |
| *save recording in file file |
| *save and post sign-in sheet, agenda, & recording to bid file and OpenGov |
| If site Visit, record, save in bid file and post to OpenGov as a Notice |
| Answer Questions in OpenGov/send to Proj Mgr if you cannot answer |
| Send Q&A to funding source for approval. ( Zoe.Giannopoulos@dot.state.fl.us) |
| Record the Solicitation Opening via Teams and post to Notices in OpenGov |
| Save submittals & recording in bid file |
| Mark pass/fail for each response in OpenGov |
| Save bid tabulation (after pass/fail selection) in bid file |
| Post tabulation & recording under Notices in OpenGov |
| Check SAM.gov and State Suspended Vendor list for each responsive proposal |
| If a Citywide continuing contract that Procurement is heading, check references. |
| meet virtually or in-person with departments that will utilize contract |
| Send external email to project Manager and committee with bidtab and submittal link, asking for recommendation |
| When recommendation is received… |
| Document why other respondents are being excluded (Grant) |
| Create a Cost/Price Analysis and save to bid file |
| Create contract and send to grant source for approval (have thaddeus upload to GAP) |
| Once concurrance is received from grant source, send to Contractor for signature |
| Create a Notice of Intent in OpenGov / save NOI to bid file. |
| Send/save "Dear John" letters to those proposers who aren't awarded (in OpenGov) & save sent email as proof when sent in the bid file |
| Check SAM.gov (prior to contract execution) |
| Simutaneously, create an agenda item (green sheet) |
| Once signed, attach to agenda item and print copy for the Clerk's office. |
| * in upper right of cover, write the Peak # and meeting date |
| * hand deliver to the Clerk's office |
| Once executed, Clerk's office will send link & save executed contract by "Contract_exec" in bid file |
| Send a copy of the executed contract to the grant source |
| See "H:/FDOT/FDOT docs to upload to GAP" and send Thaddeus those docs to upload to GAP |
| Send a copy of the fully executed contract to the Supplier and the Project Manager |
| Post under Contract Management in OpenGov |
| ITB COMPLETED |
| Obtain/save a copy of the PO for this purchase |
| Obtain /save a copy of the Notice to Proceed & proof of being sent |
ITB Checklist revised 4/23/26
&Z&F &KFF0000items in red are required by Grants
RFP-RSQ Grants checklist
| Date completed | Title |
| Intake request received | |
| Obtain grant and read entire Agreement | |
| Obtain an Independent Cost Estimate (ICE) from the department/save to bid file | |
| Create H:/Checklists/Determination of Procurement-Contract Type | |
| Create documentation of determing what contract type to use"Federal Funding Procurement & Contract Checklist" (separate file) found under H:/Checklist | |
| Create solicitation in OpenGov | |
| __if grants funding is used that is not FEMA, remove all instances where FEMA is used and replace with proper term. | |
| Meet with Proj Mgr to discuss any questions/review contract | |
| Go through the "Federal Funding Procurement & Contract Checklist" (separate file) found under H:/Checklist | |
| *Procurement | |
| *Dept Manager | |
| *Dept Director | |
| *Risk | |
| *Legal | |
| * Grants Manager | |
| Email solicitation grant source for approval (have Thaddeus upload to GAP if FDOT) | |
| Receive concurrance from the grant source | |
| Finalize timeline | |
| Before publishing, setup a meeting with the Selection Committee to review responsibilities, the scope, and send them "Evaluation Committee Requirements" to sign beore publishing. found in H:/Procurement Solicitation templates/selection committee templates (copy entire file to bid file) | |
| * add title and bid number to "Evaluation Committee Requirements" and attached to meeting invite | |
| * add any notes to "Pre-Selection committee agenda" and use at this meeting | |
| Send calendar invites to committee and Project Manager for prebid, opening, selection committee | |
| attach Evaluation Committee requirements form to the invite | |
| * create Teams links for pre-submittal, opening, & selection committees | |
| Send email (1 week prior) to Bernice Vono, Lily Baker, and Mary Hagemann annoucing public meetings (prebid, opening, Selection committee) | |
| Email newspaper ad to (ganlegpubnotice4@gannett.com), if over $200k or grant funded | |
| Email newspaper ad to (ganlegpubnotice4@gannett.com) regardless of amount | |
| receive and pay for ad - place in bid file (need to grant documentation) | |
| Set up solicitation to auto release on desired date/time | |
| If Grant funded, Send email to all MBE's in the County and save in bid file. Search MBE's at - https://vendor.myfloridamarketplace.com/search/vendor |
The Minority supplier list requires 3 separate searches. One for Veteran, one for women and one for minority designation (only choose certified).
| Create Pre-Submittal paperwork |
| * print out sign-in sheet |
| *create agenda (H:/Procurement Solicitation Templates/Pre-Submittal Meeting) |
| Conduct Pre-Submittal meeting |
| *record meeting through Teams link (during the meeting) |
| *save recording in file file |
| *save and post sign-in sheet, agenda, & recording to bid file and OpenGov |
| If site Visit, record, save in bid file and post to OpenGov as a Notice |
| Answer Questions in OpenGov/send to Proj Mgr if you cannot answer |
| Send Q&A to funding source for approval. ( Zoe.Giannopoulos@dot.state.fl.us) |
| OPENING: Record the Solicitation Opening via Teams and post to Notices in OpenGov |
| Save submittals & recording in bid file |
| Mark pass/fail for each response in OpenGov |
| Save bid tabulation (after pass/fail selection) in bid file |
| Post tabulation & recording under Notices in OpenGov |
| Check SAM.gov and State Suspended Vendor list for each responsive proposal (See SAM.gov SOP under H:/Procurement Policy/SOPs/SAM.gov check) |
| Set up evaluation in OpenGov (see intake for list of selection committee members) |
| Broadcast Evaluation to committee members |
| Send sharepoint link of downloaded submittals to committee members. Reminding them the when/where the selection committee in scheduled. |
| Send external email to project Manager and committee with bidtab and submittal link |
| Selection committee Prep: copy documents from H:/Procurement Solicitation Documents/Selection committee templates to bid file |
| verify all "Evaluation Committee Requirement" forms have been turned in |
| * Modify "Agenda script" for the meeting and print for meeting |
| * Modify "Sign-In Sheet" and print for meeting |
| Selection Committee: record the meeting through a teams link |
| *record meeting through Teams link (during the meeting) |
| * discuss Pros and cons |
| * reveal scoring / make recommendation to Council (at least 3) |
| Create a Notice regarding who is moving forward (if no Presentations) |
| Schedule presentations on Council Chambers (If Committee wants presentations) |
| Send Invitation for Presentation (if committee wants presentations) |
| create an agenda (greens sheet) giving approval to negotiate |
| Document why other respondents are being excluded (Grant) |
| Memo attesting to any protests being file or not |
| Procurement staff will be included, record all negotiation meetings, & save recording in bid file |
| Documentation of negotiations |
| Create a Cost/Price Analysis and save to bid file |
| Notice of Intent to award (OpenGov) & proof it was sent |
| Send/save "Dear John" letters to those participants who aren't awarded (in OpenGov) /save email of sent items to prove when sent in bid file |
| Create contract and send to grant source for approval (have thaddeus upload to GAP, if FDOT) |
| Once concurrance is received from grant source, send to Contractor for signature |
| SAM.gov for selected bidder (pulled again prior to contract execution) |
| Simutaneously, create an agenda item (green sheet) |
| Once signed, attach to agenda item and print copy for the Clerk's office. |
| * in upper right of cover, write the Peak # and meeting date |
| * hand deliver to the Clerk's office |
| Once executed, Clerk's office will send link & save executed contract by "Contract_exec" in bid file |
| Send a copy of the executed contract to the grant source |
| If FDOT, See "H:/FDOT/FDOT docs to upload to GAP" and send Thaddeus those docs to upload to GAP |
| Send a copy of the contract to the Supplier and the Project Manager |
| Post under Contract Management in OpenGov |
| Obtain a copy of the PO |
| Obtain a Copy of the Notice to Proceed from the Department |
| RFP-RSQ COMPLETED |
RFP/RSQ Checklist revised 4/28/26
&Z&F &KFF0000items in red are required by grants
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