Solicitation_Checklist_Summary.xlsx
XLSX spreadsheet 19 KB Posted
- Solicitation number
- ITB 26-043
- Issued by
- Lee County, Fort Lauderdale City, Florida
About this file
This is a Solicitation Checklist Summary for the City of Fort Myers, Florida, which is seeking qualified firms to provide fencing repair and replacement services as a secondary contractor under a disaster contract. The solicitation encompasses new fence installations, repairs, and maintenance services for multiple fence types including galvanized chain link, vinyl coated chain link, vinyl privacy, wood privacy, wood post and rail, and steel decorative fencing. Services will be provided at various locations throughout the city as specified by individual work orders and purchase orders. The solicitation requires vendors to provide all associated labor, materials, installation, supervision, equipment, consumables, environmental fees, insurance, shipping and delivery, setup and teardown, and related items necessary to complete the work as specified in the bid documents.
The unit price stated in the bid schedule represents the sole compensation for vendors. All costs associated with providing the fencing services, including fuel surcharges, service call charges, and incidental expenses, must be included within the quoted unit prices. This competitive solicitation is structured as a disaster contract and incorporates all terms, conditions, and attachments as referenced in the bid documents, with awarded vendors expected to maintain the capacity to respond to work orders throughout the City of Fort Myers.
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Other files
| File | Type | Posted |
|---|---|---|
| Fencing_Repair_&_Replacement_-_Secondary_Contractors_(Disaster_Contract).pdf | ||
| AGREEMENT-SERVICE_5.11.26.docx | DOCX document | |
| AGREEMENT-CONSTRUCTION_4-3-26.docx | DOCX document | |
| CONSTRUCTION_SUPPLEMENTAL_CONDITIONS_2-6-26.pdf | ||
| FHWA-1273-10-23.pdf |
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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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