Solicitation_Checklist_Summary.xlsx
XLSX spreadsheet 19 KB Posted
- Attached to
- ROWTP Wellfield Expansion, SAHMW Funded
- Solicitation number
- RSQ 26-041
- Issued by
- Lee County, Fort Lauderdale City, Florida
About this file
This is a Solicitation Checklist Summary document that outlines the procurement procedures for the City of Fort Myers for Invitation to Bid (ITB) and Request for Proposal/Request for Qualifications (RFP-RSQ) processes, specifically related to a wellfield expansion project funded through SAHMW grants. The document serves as a comprehensive workflow checklist for procurement staff to follow from intake through contract execution. Key procedural steps include obtaining and reviewing grant agreements, creating solicitations in OpenGov, conducting internal approvals from procurement, department management, legal, and grants managers, and obtaining grant source approval before publishing. The solicitation requires pre-bid meetings with sign-in sheets and recorded Teams meetings, a question deadline period with Q&A approval from the funding source, a public opening recorded via Teams, evaluation of responses with pass/fail markings, and a selection committee process for RFP/RSQ awards.
The checklist mandates specific notification procedures including emails to county MBEs, newspaper advertisements for solicitations over $200,000 or grant-funded projects, and announcements to designated city staff members. For grant-funded projects, solicitations must obtain approval from the Florida Department of Transportation (FDOT) funding source at Zoe.Giannopoulos@dot.state.fl.us and documentation must be uploaded to the GAP system. The process requires checking SAM.gov and state suspended vendor lists for responsive proposals, creating notices of intent in OpenGov, and executing contracts with approval from the grant source before sending to contractors. Executed contracts must be saved in the bid file and posted in OpenGov under Contract Management, with copies distributed to the grant source, supplier, and project manager.
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Text version
ITB- incl Grants checklist
| Date completed | Title: |
| Intake request received | |
| Obtain grant and read entire Agreement | |
| 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 | |
| Send for internal approvals (in OpenGov) | |
| *Procurement | |
| *Dept Manager | |
| *Dept Director | |
| *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, Michele Ingresol, and Mary Hagemann annoucing public meetings (prebid, opening, Selection committee) | |
| Email newspaper ad to (ganlegpubnotice4@gannett.com) | |
| 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. | |
| 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… | |
| 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. | |
| 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 contract to the Supplier and the Project Manager | |
| Post under Contract Management in OpenGov | |
| ITB COMPLETED |
ITB Checklist
&Z&F
RFP-RSQ Grants checklist
| Date completed | Title |
| Intake request received | |
| Obtain grant and read entire Agreement | |
| 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 | |
| Send for internal approvals (in OpenGov) | |
| *Procurement | |
| *Dept Manager | |
| *Dept Director | |
| *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 | |
| * create Teams links for pre-submittal, opening, & selection committees | |
| Send email to Bernice Vono, Michele Ingresol, and Mary Hagemann annoucing public meetings (prebid, opening, Selection committee) | |
| Email newspaper ad to (ganlegpubnotice4@gannett.com), if over $200k or grant funded | |
| 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 | |
| If Grant funded, Send email to all MBE's in the County and save in bid file. | |
| 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 | |
| * 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 | |
| * discuss Pros and cons | |
| * reveal scoring / make recommendation to Council (at least 3) | |
| create an agenda (greens sheet) giving approval to negotiate | |
| Procurement staff will be included, record all negotiation meetings, & save recording 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 | |
| Create a Notice of Intent in OpenGov / save NOI to bid file. | |
| 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 | |
| RFP-RSQ COMPLETED |
RFP/RSQ Checklist
&Z&F
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