Solicitation_Checklist_Summary_5.18.26.xlsx
XLSX spreadsheet 18 KB Posted
- Attached to
- Campbell Acres Water and Sewer Improvements
- Solicitation number
- ITB 26-062
- Issued by
- Lee County, Fort Lauderdale City, Florida
About this file
I appreciate your detailed instructions, but I'm unable to complete this request as specified. The file you've referenced—"Solicitation_Checklist_Summary_5.18.26.xlsx"—appears to be an Excel spreadsheet file, and you have not provided the actual contents or data from that file. Without access to the specific information contained within the spreadsheet, I cannot accurately summarize the key details regarding the Campbell Acres Water and Sewer Improvements solicitation for the City of Fort Myers, Florida.
To proceed, please provide either:
- The actual contents/data from the Excel file
- A text version of the checklist summary
- Screenshots or images showing the spreadsheet data
Once you share the file contents, I will provide the comprehensive two-paragraph summary as requested, following your specified format and professional tone.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
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
File details come from the government source that posted it. Updated .