Solicitation_Checklist_Summary.xlsx

This is a Solicitation Checklist Summary document for the City of Fort Myers, Florida, outlining the internal procurement procedures for Invitation to Bid (ITB) and Request for Proposal (RFP) or Request for Qualifications (RSQ) processes. The document serves as a comprehensive procedural guide for city procurement staff managing solicitations, including those funded through grants such as FDOT (Florida Department of Transportation). The checklist encompasses the complete procurement lifecycle from intake through contract execution, including pre-solicitation preparation, pre-submittal meetings, public notices, bid opening and evaluation, selection committee meetings, and final contract delivery to all parties.

The checklist specifies mandatory internal approval steps (procurement, department manager, director, legal, and grants manager), external approvals from grant sources with specific contact information (Zoe Giannopoulos at FDOT), and public notification requirements including newspaper advertisements for solicitations exceeding $200,000 or grant-funded projects. Key procedural elements include Teams recording of all public meetings (pre-submittal, opening, and selection committee), vendor verification through SAM.gov and state suspended vendor lists, and documentation requirements such as sign-in sheets, agendas, bid tabulations, and evaluation recordings. The document emphasizes coordination with multiple city departments and personnel, including the clerk's office, project managers, and designated contacts (Bernice Vono, Michele Ingresol, Mary Hagemann, Kim Beaber, and Thaddeus for GAP uploads), with all documentation maintained in specific file directories and OpenGov system for post-award contract management.