Solicitation-Checklists.xlsx
XLSX spreadsheet 35 KB Posted
- Attached to
- Civil Engineering Services Continuing Contract State and local contract opportunity
- Solicitation number
- RSQ 26-012
- Issued by
- Lee County, Fruitville CDP, Florida
About this file
This document is a comprehensive procurement checklist and workflow guide used by the City of Fort Myers for managing state and local contract opportunities, specifically for Requests for Proposals/Qualifications (RFP/RSQ), Invitations to Bid (ITB), and grant-funded procurements through the OpenGov e-procurement platform. The checklist outlines the complete procurement lifecycle from intake request through contract execution, including project creation, collaborator invitation, vendor pre-invitation, document finalization, approval workflows, and solicitation issuance. Key procedural steps include verifying receipt of all required documentation before beginning preparation, obtaining auto-generated solicitation numbers, selecting appropriate NIGP codes, establishing project timelines, finalizing evaluation criteria, and conducting vendor questionnaire reviews. For solicitations involving construction projects over $200,000, advertisement must be sent to the Procurement Coordinator with a GL account number at least three days prior to publishing. The checklist designates standard approvers including the Department Director, Ben Few (Risk), and the Procurement Manager, while allowing for additional approvers as needed.
The post-solicitation workflow addresses response management, including recording solicitation openings via Teams or Zoom, reviewing questionnaire responses and bid bonds for compliance, disqualifying non-responsive submissions, and exporting bid tabulation reports. For grant-funded procurements, the checklist requires sending solicitation materials to the granting source for approval before advertising and obtaining funding source approval for any addenda before posting. The process includes federal and state suspended vendor list checks, evaluation committee formation and release of responses to evaluators, Intent to Award letter issuance, and contract creation with proper exhibits. Final steps require department recommendations, council approval, and contract execution within specified timeframes. The document includes three specialized checklists (RFP/RSQ, RFP/RSQ with Grants, and ITB with Grants) that incorporate additional grant-related approval steps, including sending department recommendations and finalized contracts to the grant source for review before proceeding to signature and execution stages.
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RFP-RSQ
| Title: | ||
| X | Date Completed | Description |
| Received Intake Request (if grant related, make sure signed grants and cklists are included) Important – Procurement Rep needs to review the entire material received from the department for completeness that all documents provided has been received. Alert – The Procurement Rep cannot begin preparing any documents until all documentation has been received. | ||
| Create Project from Intake Request | ||
| 1. Click Intake / goto "My Reviews on left toolbar | ||
| 2. Click desired Project | ||
| 3. Click view Request and look over information / review information under each tab | ||
| 4. Click "Create Project" | ||
| 5. Click "Get Auto Number" to get next solicitation number" | ||
| 6. Click next to "Categories" to search from NIGP codes (select all that apply or are close) | ||
| 7. Click "Next" in lower right corner | ||
| 8. Review and answer unanswered questions (click next in bottom right when completed) | ||
| 9. Review summary and background. Modify as needed. | ||
| 10. Enter dates for timeline. Remove lines that aren't needed | ||
| 11. Review Summary and Background. Enter from Intake if needed. | ||
| 12. Review/edit anything under Document Editor, click into each section. | ||
| 13. Review Evaluation Criteria. Edit as needed. | ||
| 14. Review Instructions. Remove clauses described as ITB or RFO/RSQ that don't apply | ||
| 15. Review sections. Modify if needed. | ||
| 16. Review Vendor Submission Questions. Remove those that don’t apply. | ||
| 17. Review attachments. Move internal documents to supporting attachments | ||
| 18. Review Final Checklist. Update what is needed. | ||
| Invite Collaborators to give feedback on the Project | ||
| 1. Under solicitation, click "Invite Collaborators" (must be registered on OpenGov) | ||
| 2. Type the first part of the name, select from dropdown box | ||
| 3. Choose whether they can "view only" or edit" | ||
| 4. Click "Update" on the same the as the new entry | ||
| 5. Click "Done" at bottom of the pop up box | ||
| Enter emails given by Dept on the Pre-Invite list to make sure certain vendors get invited | ||
| 1. under Solicitation/Builder, select "Invite Vendors" under Other Actions; 2) under search by location add: Fort Myers, Port Charlotte, Punta Gorda, Bonita Springs, and Naples; 3) click pre-invite list and add emails designated by the end user | ||
| Ask Collaborators Questions with the software, if needed | ||
| Create PDF or word version of solicitation: (Solicitation/Builder/View Document/Export (upper left)/Download Document /Full Package with Attachments/save in bid file) | ||
| 1. Create a folder in the One Drive under Solicitation Title, # | ||
| 2. Attach everything from the project zip file downloaded from OpenGov | ||
| 3. Include completed checklist in the file from funding source (if required) | ||
| 4. Go to funding source website for updates of forms example: (http://www.FDOT.gov) | ||
| 5. Once Solicitation is complete send a shared file via one drive to FDOT, Proj Mgr, & Engineer | ||
| Review/Approval phase | ||
| 1. Under Solicitation, click the green "Approval Setup" button under Next Action | ||
| 2. The Department Director, Ben Few, & Procurement Manager are built in approvers | ||
| 3. To add others: click "add approver" within the step desired | ||
| 4. Type the first few letters of the name and choose from dropdown box | ||
| 5. Click "Update Step" | ||
| 6. Click the green "Start Review Process" button | ||
| Proj Mgr: | ||
| Director: | ||
| Risk: Ben Few | ||
| Procurement: | ||
| Legal: | ||
| Approvals are completed | ||
| Send Advertisement to Procurement Coordinator w/ GL account number, at least 3 days prior to publishing (if Construction over $200k) | ||
| Lis will send back ad confirmation. Save in solicitation file. | ||
| Issue the Solicitation via OpenGov | ||
| 1. Under solicitation/builder/click the green "Finalize Document" button (everyone must approve first) | ||
| 2.On the approval dashboard after everyone approves, Click green "Finalize Project" button at bottom of the page | ||
| 3. Confirm by clicking the green "Finalize" button | ||
| 4. Click the green "Draft Posting" button on the pop-up menu | ||
| 5. Create the Post by clicking the green "Get Started" Button | ||
| 6. Review the vendor questionnaire to make sure all questions pertain. Remove questions that don’t pertain by clicking the red X on the right side. | ||
| 7. Once questions are correct, click "Save" and scroll to the top of the screen and Click "Timeline" | ||
| 8. Verify dates, times, and meeting links are correct | ||
| 9. Check the box next to "Confirm all dates are correct" | ||
| 10. Choose the "Posting Options" that for this solicitation, including "Do you want pricing to post? The default is Yes. | ||
| 11. Click "Save" at the bottom of the page | ||
| 12. Click the green "Schedule Post" button at the bottom of the page | ||
| 13. Choose to post now, or set up a later date | ||
| 14. Click the green "Publish Post" button | ||
| Conduct a Pre-Submittal Meeting, if desired (this is done outside the Platform) | ||
| 1. Create Sign_in Sheet | ||
| 2. Create and bring Agenda | ||
| 3. Create a Teams link to record meeting | ||
| 4. After meeting, save recording to solicitation file on H drive | ||
| 5. Post (sign-in sheet, agenda, & recording) as a Notice on E-Procurement platform | ||
| Answer respondents questions through the platform | ||
| 1. Under solicitation/sourcing/click Question & Answer | ||
| 2. Answer the question or assign to a collaborator (a registered employee) | ||
| 3. Review your response/ or that given by the department | ||
| 4. Select "release" to post the Q&A, or "Edit" to edit the reply | ||
| To Create an Addendum (changes terms of the solicitation other than Q&A) | ||
| 1. Under solicitation/sourcing/click "Addenda & Notices" | ||
| 2. Click "Draft Addendum" | ||
| 3. Enter text for the addendum | ||
| 4. If there are attachments, drop and drag attachments accordingly | ||
| 6. Click "Save New Addendum" | ||
| To Create a Notice (add agenda of a meeting, sign-in sheets, recording, etc) | ||
| 1. Under solicitation/sourcing/click "Addenda & Notices" | ||
| 2. Click "Draft Notice" | ||
| 3. Enter a Title for the notice | ||
| 4. Enter the description/details of the Notice | ||
| 5. Drop/Drag any attachments (recordings, sign-in sheets, etc) | ||
| 6. Click "Save New Notice" | ||
| Opening the Solicitation | ||
| 1. Open the Teams or Zoom link and make sure your recording the opening | ||
| 2. After the official date and time, goto Solicitation/Sourcing/click the "Submitted Responses" button | ||
| 3. If public (construction related), read aloud the names of the respondents and their totals | ||
| 3.1. Under Solicitation/Evaluations/click "Manage Responses", then the "Bid Tabulation" tab | ||
| 4. Click on one response at a time. | ||
| 5. Review the questionnaire and check next to the "pass" or "fail". | ||
| 6. If Construction, click on the Bid Bond and make sure they submitted a 5% bid bond | ||
| 7. If the response doesn’t meet the requirements of the solicitation, check "Disqualify Response" | ||
| 7.1 If checked, choose reason why the response is disqualified | ||
| 7.2 Toggle if the respondent should be notified through the system | ||
| 7.3 Click "Disqualify Response" or "Cancel" | ||
| 8. Repeat steps 4-7 for each response | ||
| 9. Click "back to responses" | ||
| 10. Click "report" above the table of responses to download the response to the bid file. | ||
| 11. Click on the title to go back to the main page. | ||
| Download Submittals to the bid file to attach to "green sheet/agenda item" | ||
| 1. Under Solicitation/Sourcing/click "Submitted Responses" button | ||
| 2. to export the answers to the questions, click "report in the left corner above the table | ||
| 3. to export proposals, click into each proposal, goto the question titled "Proposal Documents" and download each individually | ||
| Download Bid Tabulation. And modify the report to add to the green sheet/agenda as an attachment | ||
| 1. Click Solicitation / Evaluations / Bid Tabulation | ||
| 2. Click "Export this table" / "export to Excel | ||
| 3. Saving bid solicitation file as a PDF | ||
| 4. Attach PDF to green sheet/agenda item | ||
| Post Teams or Zoom recording (see Notices) | ||
| Check the Federal (www.Sam.gov) and State Suspended Vendor List (https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists/suspended_vendor_list) |
| Evaluations |
| 1. From the main project page, click the green "Create Evaluation" button |
| 2. Click "Start Evaluation" from the dropdown box |
| 3. Review the Criteria to make sure it is correct. |
| 4. Click "Next" in the lower right corner |
| 5. Select all Evaluators |
| 6. Click "Start Adding Responses" from the dropdown box. |
| 7. Click the green "Release to Evaluators" in the upper left. |
| 8. Click Release Evaluation in the dropdown box |
| Review/Selection Committee |
| Issue "Intent to Award Letter" |
| 1. Under Solicitation/Evaluations/Manage Responses/Selected Vendor(s) tab |
| 2. Click the "Intent to Award Letter" at right corner of the table |
| 3. Choose the supplier to issue the letter to |
| 4. Choose Word Format |
| 5. Click to Download Word Document |
| 6. Open Downloaded file / modfiy as needed |
| 7. Save a Word and PDF copy in H drive bid file |
| 8. Post Intent to Award as a Notice-/solicitation/sourcing/Addenda & Notices |
| Create a Contract |
| 1. Goto Contract Tab |
| 2. Create new record (complete fields) |
| 3. Create document |
| 4. Choose proper contract format |
| 5. Answer questionnaire |
| 6. Add proper Exhibits |
| 7. Review/edit approvals |
| 8. Release to approve |
| 9. Once approved, export as a PDF to bid file and send for Supplier signature |
| Send Contract by email to recommended awardee for signature |
| Signed Contract & COI received from Supplier |
| Procurement to review of Contract & Certificate of Insurance (COI) for completeness |
| Create "Green Sheet"/Agenda item: when a department recommendation is received to move forward then create an Agenda item in Peak Software for the next available meeting. |
| 1. Attach Contract (Att A-Solicitation, Att B-Response, all other completed attachments) |
| Council approved |
| Received executed Contract from the Clerk |
| Send executed Contract to Contractor/Consultant and Project Manager |
RFP/RFQ Checklist
&Z&F &P
RFP-RSQ-Grant
| Title: | ||
| X | Date Completed | Description |
| Received Intake Request (if grant related, make sure signed grants and cklists are included) Important – Procurement Rep needs to review the entire material received from the department for completeness that all documents provided has been received. Alert – The Procurement Rep cannot begin preparing any documents until all documentation has been received. | ||
| If grant related, read the entire grant agreement | ||
| Create Project from Intake Request | ||
| 1. Click Intake / goto "My Reviews on left toolbar | ||
| 2. Click desired Project | ||
| 3. Click view Request and look over information / review information under each tab | ||
| 4. Click "Create Project" | ||
| 5. Click "Get Auto Number" to get next solicitation number" | ||
| 6. Click next to "Categories" to search from NIGP codes (select all that apply or are close) | ||
| 7. Click "Next" in lower right corner | ||
| 8. Review and answer unanswered questions (click next in bottom right when completed) | ||
| 9. Review summary and background. Modify as needed. | ||
| 10. Enter dates for timeline. Remove lines that aren't needed | ||
| 11. Review Summary and Background. Enter from Intake if needed. | ||
| 12. Review/edit anything under Document Editor, click into each section. | ||
| 13. Review Evaluation Criteria. Edit as needed. | ||
| 14. Review Instructions. Remove clauses described as ITB or RFO/RSQ that don't apply | ||
| 15. Review sections. Modify if needed. | ||
| 16. Review Vendor Submission Questions. Remove those that don’t apply. | ||
| 17. Review attachments. Move internal documents to supporting attachments | ||
| 18. Review Final Checklist. Update what is needed. | ||
| Invite Collaborators to give feedback on the Project | ||
| 1. Under solicitation, click "Invite Collaborators" (must be registered on OpenGov) | ||
| 2. Type the first part of the name, select from dropdown box | ||
| 3. Choose whether they can "view only" or edit" | ||
| 4. Click "Update" on the same the as the new entry | ||
| 5. Click "Done" at bottom of the pop up box | ||
| Enter emails given by Dept on the Pre-Invite list to make sure certain vendors get invited: 1. under Solicitation/Builder, select "Invite Vendors" under Other Actions; 2) under search by location add: Fort Myers, Port Charlotte, Punta Gorda, Bonita Springs, and Naples; 3) click pre-invite list and add emails designated by the end user | ||
| Ask Collaborators Questions with the software, if needed | ||
| Create PDF or word version of solicitation: (Solicitation/Builder/View Document/Export (upper left)/Download Document /Full Package with Attachments/save in bid file) | ||
| IF ALTERNATIVE FUNDING IS USED: send a copy to the solicitation, attachments, and checklists to the granting source representative for approval | ||
| 1. Create a folder in the One Drive under Solicitation Title, # | ||
| 2. Attach everything from the project zip file downloaded from OpenGov | ||
| 3. Include completed checklist in the file from funding source (if required) | ||
| 4. Go to funding source website for updates of forms example: (http://www.FDOT.gov) | ||
| 5. Once Solicitation is complete send a shared file via one drive to FDOT, Proj Mgr, & Engineer | ||
| Approval from Granting Source/Approval to Advertise | ||
| Review/Approval phase | ||
| 1. Under Solicitation, click the green "Approval Setup" button under Next Action | ||
| 2. The Department Director, Ben Few, & Procurement Manager are built in approvers | ||
| 3. To add others: click "add approver" within the step desired | ||
| 4. Type the first few letters of the name and choose from dropdown box | ||
| 5. Click "Update Step" | ||
| 6. Click the green "Start Review Process" button | ||
| Proj Mgr: | ||
| Director: | ||
| Risk: Ben Few | ||
| Procurement: | ||
| Legal: | ||
| Approvals are completed | ||
| Send Advertisement to Procurement Coordinator w/ GL account number, at least 3 days prior to publishing (if Construction over $200k) | ||
| Lis will send back ad confirmation. Save in solicitation file. | ||
| Issue the Solicitation via OpenGov | ||
| 1. Under solicitation/builder/click the green "Finalize Document" button (everyone must approve first) | ||
| 2.On the approval dashboard after everyone approves, Click green "Finalize Project" button at bottom of the page | ||
| 3. Confirm by clicking the green "Finalize" button | ||
| 4. Click the green "Draft Posting" button on the pop-up menu | ||
| 5. Create the Post by clicking the green "Get Started" Button | ||
| 6. Review the vendor questionnaire to make sure all questions pertain. Remove questions that don’t pertain by clicking the red X on the right side. | ||
| 7. Once questions are correct, click "Save" and scroll to the top of the screen and Click "Timeline" | ||
| 8. Verify dates, times, and meeting links are correct | ||
| 9. Check the box next to "Confirm all dates are correct" | ||
| 10. Choose the "Posting Options" that for this solicitation, including "Do you want pricing to post? The default is Yes. | ||
| 11. Click "Save" at the bottom of the page | ||
| 12. Click the green "Schedule Post" button at the bottom of the page | ||
| 13. Choose to post now, or set up a later date | ||
| 14. Click the green "Publish Post" button | ||
| Conduct a Pre-Submittal Meeting, if desired (this is done outside the Platform) | ||
| 1. Create Sign_in Sheet | ||
| 2. Create and bring Agenda | ||
| 3. Create a Teams link to record meeting | ||
| 4. After meeting, save recording to solicitation file on H drive | ||
| 5. Post (sign-in sheet, agenda, & recording) as a Notice on E-Procurement platform | ||
| Answer respondents questions through the platform | ||
| 1. Under solicitation/sourcing/click Question & Answer | ||
| 2. Answer the question or assign to a collaborator (a registered employee) | ||
| 3. Review your response/ or that given by the department | ||
| 4. Select "release" to post the Q&A, or "Edit" to edit the reply | ||
| To Create an Addendum (changes terms of the solicitation other than Q&A) | ||
| 1. Under solicitation/sourcing/click "Addenda & Notices" | ||
| 2. Click "Draft Addendum" | ||
| 3. Enter text for the addendum | ||
| 4. If there are attachments, drop and drag attachments accordingly | ||
| 5. If alternative funding is used, send copy of the addendum to the grant source (do not post until funding source approves) | ||
| 6. Click "Save New Addendum" | ||
| To Create a Notice (add agenda of a meeting, sign-in sheets, recording, etc) | ||
| 1. Under solicitation/sourcing/click "Addenda & Notices" | ||
| 2. Click "Draft Notice" | ||
| 3. Enter a Title for the notice | ||
| 4. Enter the description/details of the Notice | ||
| 5. Drop/Drag any attachments (recordings, sign-in sheets, etc) | ||
| 6. Click "Save New Notice" | ||
| Opening the Solicitation | ||
| 1. Open the Teams or Zoom link and make sure your recording the opening | ||
| 2. After the official date and time, goto Solicitation/Sourcing/click the "Submitted Responses" button | ||
| 3. If public (construction related), read aloud the names of the respondents and their totals | ||
| 3.1. Under Solicitation/Evaluations/click "Manage Responses", then the "Bid Tabulation" tab | ||
| 4. Click on one response at a time. | ||
| 5. Review the questionnaire and check next to the "pass" or "fail". | ||
| 6. If Construction, click on the Bid Bond and make sure they submitted a 5% bid bond | ||
| 7. If the response doesn’t meet the requirements of the solicitation, check "Disqualify Response" | ||
| 7.1 If checked, choose reason why the response is disqualified | ||
| 7.2 Toggle if the respondent should be notified through the system | ||
| 7.3 Click "Disqualify Response" or "Cancel" | ||
| 8. Repeat steps 4-7 for each response | ||
| 9. Click "back to responses" | ||
| 10. Click "report" above the table of responses to download the response to the bid file. | ||
| 11. Click on the title to go back to the main page. | ||
| Download Submittals to the bid file to attach to "green sheet/agenda item" | ||
| 1. Under Solicitation/Sourcing/click "Submitted Responses" button | ||
| 2. to export the answers to the questions, click "report in the left corner above the table | ||
| 3. to export proposals, click into each proposal, goto the question titled "Proposal Documents" and download each individually | ||
| Download Bid Tabulation. And modify the report to add to the green sheet/agenda as an attachment | ||
| 1. Click Solicitation / Evaluations / Bid Tabulation | ||
| 2. Click "Export this table" / "export to Excel | ||
| 3. Saving bid solicitation file as a PDF | ||
| 4. Attach PDF to green sheet/agenda item | ||
| Post Teams or Zoom recording (see Notices) | ||
| Check the Federal (www.Sam.gov) and State Suspended Vendor List (https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists/suspended_vendor_list) |
| Evaluations |
| 1. From the main project page, click the green "Create Evaluation" button |
| 2. Click "Start Evaluation" from the dropdown box |
| 3. Review the Criteria to make sure it is correct. |
| 4. Click "Next" in the lower right corner |
| 5. Select all Evaluators |
| 6. Click "Start Adding Responses" from the dropdown box. |
| 7. Click the green "Release to Evaluators" in the upper left. |
| 8. Click Release Evaluation in the dropdown box |
| Review/Selection Committee |
| send email to grant source with Intent to Award recommendation |
| wait for approval |
| Issue "Intent to Award Letter" |
| 1. Under Solicitation/Evaluations/Manage Responses/Selected Vendor(s) tab |
| 2. Click the "Intent to Award Letter" at right corner of the table |
| 3. Choose the supplier to issue the letter to |
| 4. Choose Word Format |
| 5. Click to Download Word Document |
| 6. Open Downloaded file / modfiy as needed |
| 7. Save a Word and PDF copy in H drive bid file |
| 8. Post Intent to Award as a Notice-/solicitation/sourcing/Addenda & Notices |
| Create a Contract |
| 1. Goto Contract Tab |
| 2. Create new record (complete fields) |
| 3. Create document |
| 4. Choose proper contract format |
| 5. Answer questionnaire |
| 6. Add proper Exhibits |
| 7. Review/edit approvals |
| 8. Release to approve |
| 9. Once approved, export as a PDF to bid file and send for Supplier signature |
| Send Contract by email to recommended awardee for signature |
| Signed Contract & COI received from Supplier |
| If Alternate funding is used (Grant): send finalized contract to the grant source for review |
| Contract approved by grant source |
| Send Contract by email to recommended awardee for signature |
| Signed Contract & COI received from Contractor |
| Procurement to review of Contract & Certificate of Insurance (COI) for completeness |
| Create "Green Sheet"/Agenda item: when a department recommendation is received to move forward then create an Agenda item in Peak Software for the next available meeting. |
| 1. Attach Contract (Att A-Solicitation, Att B-Response, all other completed attachments) |
| Council approved |
| Received executed Contract from the Clerk |
| Send executed Contract to Contractor/Consultant and Project Manager |
RFP/RSQ Checklist with Grants
&Z&F &P
ITB
| Title: | ||
| X | Date Completed | Description |
| Received Intake Request (if grant related, make sure signed grants and cklists are included) Important – Procurement Rep needs to review the entire material received from the department for completeness that all documents provided has been received. Alert – The Procurement Rep cannot begin preparing any documents until all documentation has been received. | ||
| Create Project from Intake Request | ||
| 1. Click Intake / goto "My Reviews on left toolbar | ||
| 2. Click desired Project | ||
| 3. Click view Request and look over information / review information under each tab | ||
| 4. Click "Create Project" | ||
| 5. Click "Get Auto Number" to get next solicitation number" | ||
| 6. Click next to "Categories" to search from NIGP codes (select all that apply or are close) | ||
| 7. Click "Next" in lower right corner | ||
| 8. Review and answer unanswered questions (click next in bottom right when completed) | ||
| 9. Review summary and background. Modify as needed. | ||
| 10. Enter dates for timeline. Remove lines that aren't needed | ||
| 11. Review Summary and Background. Enter from Intake if needed. | ||
| 12. Review/edit anything under Document Editor, click into each section. | ||
| 13. Review Evaluation Criteria. Edit is needed. | ||
| 14. Review Instructions. Remove clauses described as ITB or RFO/RSQ that don't apply | ||
| 15. Review sections. Modify if needed. | ||
| 16. Review Vendor Submission Questions. Remove those that don’t apply. | ||
| 17. Review attachments. Move internal documents to supporting attachments | ||
| 18. Review Final Checklist. Update what is needed. | ||
| Invite Collaborators to give feedback on the Project | ||
| 1. Under solicitation, click "Invite Collaborators" (must be registered on OpenGov) | ||
| 2. Type the first part of the name, select from dropdown box | ||
| 3. Choose whether they can "view only" or edit" | ||
| 4. Click "Update" on the same the as the new entry | ||
| 5. Click "Done" at bottom of the pop up box | ||
| Enter emails given by Dept on the Pre-Invite list to make sure certain vendors get invited | ||
| 1. under Solicitation/Builder, select "Invite Vendors" under Other Actions; 2) under search by location add: Fort Myers, Port Charlotte, Punta Gorda, Bonita Springs, and Naples; 3) click pre-invite list and add emails designated by the end user | ||
| Ask Collaborators Questions with the software, if needed | ||
| Create PDF or word version of solicitation: (Solicitation/Builder/View Document/Export (upper left)/Download Document /Full Package with Attachments/save in bid file) | ||
| Review/Approval phase | ||
| 1. Under Solicitation, click the green "Approval Setup" button under Next Action | ||
| 2. The Department Director, Ben Few, & Procurement Manager are built in approvers | ||
| 3. To add others: click "add approver" within the step desired | ||
| 4. Type the first few letters of the name and choose from dropdown box | ||
| 5. Click "Update Step" | ||
| 6. Click the green "Start Review Process" button | ||
| Proj Mgr: | ||
| Director: | ||
| Risk: Ben Few | ||
| Procurement: | ||
| Legal: | ||
| Approvals are completed | ||
| Send Advertisement to Procurement Coordinator w/ GL account number, at least 3 days prior to publishing (if Construction over $200k) | ||
| Lis will send back ad confirmation. Save in solicitation file. | ||
| Issue the Solicitation via OpenGov | ||
| 1. Under solicitation/builder/click the green "Finalize Document" button (everyone must approve first) | ||
| 2.On the approval dashboard after everyone approves, Click green "Finalize Project" button at bottom of the page | ||
| 3. Confirm by clicking the green "Finalize" button | ||
| 4. Click the green "Draft Posting" button on the pop-up menu | ||
| 5. Create the Post by clicking the green "Get Started" Button | ||
| 6. Review the vendor questionnaire to make sure all questions pertain. Remove questions that don’t pertain by clicking the red X on the right side. | ||
| 7. Once questions are correct, click "Save" and scroll to the top of the screen and Click "Timeline" | ||
| 8. Verify dates, times, and meeting links are correct | ||
| 9. Check the box next to "Confirm all dates are correct" | ||
| 10. Choose the "Posting Options" that for this solicitation, including "Do you want pricing to post? The default is Yes. | ||
| 11. Click "Save" at the bottom of the page | ||
| 12. Click the green "Schedule Post" button at the bottom of the page | ||
| 13. Choose to post now, or set up a later date | ||
| 14. Click the green "Publish Post" button | ||
| Conduct a Pre-Submittal Meeting, if desired (this is done outside the Platform) | ||
| Answer respondents questions through the platform | ||
| 1. Under solicitation/sourcing/click Question & Answer | ||
| 2. Answer the question or assign to a collaborator (a registered employee) | ||
| 3. Review your response/ or that given by the department | ||
| 4. Select "release" to post the Q&A, or "Edit" to edit the reply | ||
| To Create an Addendum (changes terms of the solicitation other than Q&A) | ||
| 1. Under solicitation/sourcing/click "Addenda & Notices" | ||
| 2. Click "Draft Addendum" | ||
| 3. Enter text for the addendum | ||
| 4. If there are attachments, drop and drag attachments accordingly | ||
| 5. Click "Save New Addendum" | ||
| To Create a Notice (add agenda of a meeting, sign-in sheets, recording, etc) | ||
| 1. Under solicitation/sourcing/click "Addenda & Notices" | ||
| 2. Click "Draft Notice" | ||
| 3. Enter a Title for the notice | ||
| 4. Enter the description/details of the Notice | ||
| 5. Drop/Drag any attachments (recordings, sign-in sheets, etc) | ||
| 6. Click "Save New Notice" | ||
| Opening the Solicitation | ||
| 1. Open the Teams or Zoom link and make sure your recording the opening | ||
| 2. After the official date and time, goto Solicitation/Sourcing/click the "Submitted Responses" button | ||
| 3. If public (construction related), read aloud the names of the respondents and their totals | ||
| 3.1. Under Solicitation/Evaluations/click "Manage Responses", then the "Bid Tabulation" tab | ||
| 4. Click on one response at a time. | ||
| 5. Review the questionnaire and check next to the "pass" or "fail". | ||
| 6. If Construction, click on the Bid Bond and make sure they submitted a 5% bid bond | ||
| 7. If the response doesn’t meet the requirements of the solicitation, check "Disqualify Response" | ||
| 7.1 If checked, choose reason why the response is disqualified | ||
| 7.2 Toggle if the respondent should be notified through the system | ||
| 7.3 Click "Disqualify Response" or "Cancel" | ||
| 8. Repeat steps 4-7 for each response | ||
| 9. View Pricing table, click “Bid Tabulations” |
Click the “Bid Tabulations” tab Options:
To Print table only, click export to excel to the right of Bid Schedule To print a report that includes the pass/fail items, click “Report” to the right of the top section
| Download Submittals to the bid file to attach to "green sheet/agenda item" |
| 1. Under Solicitation/Sourcing/click "Submitted Responses" button |
| 2. to export the answers to the questions, click "report in the left corner above the table |
| 3. to export proposals, click into each proposal, goto the question titled "Proposal Documents" and download each individually |
| Download Bid Tabulation. And modify the report to add to the green sheet/agenda as an attachment |
| 1. Click Solicitation / Evaluations / Bid Tabulation |
| 2. Click "Export this table" / "export to Excel |
| 3. Saving bid solicitation file as a PDF |
| 4. Attach PDF to green sheet/agenda item |
| Post Teams or Zoom recording (see Notices) |
| Check the Federal (www.Sam.gov) and State Suspended Vendor List (https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists/suspended_vendor_list) |
| Notify the Project Manager. Send Email (outside the Platform) to the Project Manager telling that you’ve opened the solicitation, they can view the results, and you will be waiting for as department recommendation whether to move forward. |
| Department recommendation is received from the requesting department |
| Issue "Intent to Award Letter" |
| 1. Under Solicitation/Evaluations/Manage Responses/Selected Vendor(s) tab |
| 2. Click the "Intent to Award Letter" at right corner of the table |
| 3. Choose the supplier to issue the letter to |
| 4. Choose Word Format |
| 5. Click to Download Word Document |
| 6. Open Downloaded file / modfiy as needed |
| 7. Save a Word and PDF copy in H drive bid file |
| 8. Post Intent to Award as a Notice-/solicitation/sourcing/Addenda & Notices |
| Create a Contract |
| 1. Goto Contract Tab |
| 2. Create new record (complete fields) |
| 3. Create document |
| 4. Choose proper contract format |
| 5. Answer questionnaire |
| 6. Add proper Exhibits |
| 7. Review/edit approvals |
| 8. Release to approve |
| 9. Once approved, export as a PDF to bid file and send for Supplier signature |
| Send Contract by email to recommended awardee for signature |
| Signed Contract & COI received from Contractor |
| Procurement to review of Contract & Certificate of Insurance (COI) for completeness |
| Create "Green Sheet"/Agenda item: when a department recommendation is received to move forward then create an Agenda item in Peak Software for the next available meeting. |
| 1. Attach Contract (Att A-Solicitation, Att B-Response, all other completed attachments) |
| Council approved |
| Received executed Contract from the Clerk |
| Send executed Contract to Contractor/Consultant and Project Manager |
ITB Checklist
ITB-Grant
| Title: | ||
| X | Date Completed | Description |
| Received Intake Request (if grant related, make sure signed grants and cklists are included) Important – Procurement Rep needs to review the entire material received from the department for completeness that all documents provided has been received. Alert – The Procurement Rep cannot begin preparing any documents until all documentation has been received. | ||
| If grant related, read the entire grant agreement | ||
| Create Project from Intake Request | ||
| 1. Click Intake / goto "My Reviews on left toolbar | ||
| 2. Click desired Project | ||
| 3. Click view Request and look over information / review information under each tab | ||
| 4. Click "Create Project" | ||
| 5. Click "Get Auto Number" to get next solicitation number" | ||
| 6. Click next to "Categories" to search from NIGP codes (select all that apply or are close) | ||
| 7. Click "Next" in lower right corner | ||
| 8. Review and answer unanswered questions (click next in bottom right when completed) | ||
| 9. Review summary and background. Modify as needed. | ||
| 10. Enter dates for timeline. Remove lines that aren't needed | ||
| 11. Review Summary and Background. Enter from Intake if needed. | ||
| 12. Review/edit anything under Document Editor, click into each section. | ||
| 13. Review Evaluation Criteria. Edit is needed. | ||
| 14. Review Instructions. Remove clauses described as ITB or RFO/RSQ that don't apply | ||
| 15. Review sections. Modify if needed. | ||
| 16. Review Vendor Submission Questions. Remove those that don’t apply. | ||
| 17. Review attachments. Move internal documents to supporting attachments | ||
| 18. Review Final Checklist. Update what is needed. | ||
| Invite Collaborators to give feedback on the Project | ||
| 1. Under solicitation, click "Invite Collaborators" (must be registered on OpenGov) | ||
| 2. Type the first part of the name, select from dropdown box | ||
| 3. Choose whether they can "view only" or edit" | ||
| 4. Click "Update" on the same the as the new entry | ||
| 5. Click "Done" at bottom of the pop up box | ||
| Enter emails given by Dept on the Pre-Invite list to make sure certain vendors get invited | ||
| 1. under Solicitation/Builder, select "Invite Vendors" under Other Actions; 2) under search by location add: Fort Myers, Port Charlotte, Punta Gorda, Bonita Springs, and Naples; 3) click pre-invite list and add emails designated by the end user | ||
| Ask Collaborators Questions with the software, if needed | ||
| Create PDF or word version of solicitation: (Solicitation/Builder/View Document/Export (upper left)/Download Document /Full Package with Attachments/save in bid file) | ||
| Review/Approval phase | ||
| 1. Under Solicitation, click the green "Approval Setup" button under Next Action | ||
| 2. The Department Director, Ben Few, & Procurement Manager are built in approvers | ||
| 3. To add others: click "add approver" within the step desired | ||
| 4. Type the first few letters of the name and choose from dropdown box | ||
| 5. Click "Update Step" | ||
| 6. Click the green "Start Review Process" button | ||
| Proj Mgr: | ||
| Director: | ||
| Risk: Ben Few | ||
| Procurement: | ||
| Legal: | ||
| Approvals are completed | ||
| Send a copy to the solicitation, attachments, and checklists to the grant source for approval | ||
| Send Advertisement to Procurement Coordinator w/ GL account number, at least 3 days prior to publishing (if Construction over $200k) | ||
| P-Card Administrator will send back ad confirmation. Save in solicitation file. | ||
| Issue the Solicitation via OpenGov | ||
| 1. Under solicitation/builder/click the green "Finalize Document" button (everyone must approve first) | ||
| 2.On the approval dashboard after everyone approves, Click green "Finalize Project" button at bottom of the page | ||
| 3. Confirm by clicking the green "Finalize" button | ||
| 4. Click the green "Draft Posting" button on the pop-up menu | ||
| 5. Create the Post by clicking the green "Get Started" Button | ||
| 6. Review the vendor questionnaire to make sure all questions pertain. Remove questions that don’t pertain by clicking the red X on the right side. | ||
| 7. Once questions are correct, click "Save" and scroll to the top of the screen and Click "Timeline" | ||
| 8. Verify dates, times, and meeting links are correct | ||
| 9. Check the box next to "Confirm all dates are correct" | ||
| 10. Choose the "Posting Options" that for this solicitation, including "Do you want pricing to post? The default is Yes. | ||
| 11. Click "Save" at the bottom of the page | ||
| 12. Click the green "Schedule Post" button at the bottom of the page | ||
| 13. Choose to post now, or set up a later date | ||
| 14. Click the green "Publish Post" button | ||
| Conduct a Pre-Submittal Meeting, if desired (this is done outside the Platform) | ||
| Answer respondents questions through the platform | ||
| 1. Under solicitation/sourcing/click Question & Answer | ||
| 2. Answer the question or assign to a collaborator (a registered employee) | ||
| 3. Review your response/ or that given by the department | ||
| 4. Select "release" to post the Q&A, or "Edit" to edit the reply | ||
| To Create an Addendum (changes terms of the solicitation other than Q&A) | ||
| 1. Under solicitation/sourcing/click "Addenda & Notices" | ||
| 2. Click "Draft Addendum" | ||
| 3. Enter text for the addendum | ||
| 4. If there are attachments, drop and drag attachments accordingly | ||
| 5.send copy of the addendum to the grant source (do not post until funding source approves) | ||
| 6. Click "Save New Addendum" | ||
| To Create a Notice (add agenda of a meeting, sign-in sheets, recording, etc) | ||
| 1. Under solicitation/sourcing/click "Addenda & Notices" | ||
| 2. Click "Draft Notice" | ||
| 3. Enter a Title for the notice | ||
| 4. Enter the description/details of the Notice | ||
| 5. Drop/Drag any attachments (recordings, sign-in sheets, etc) | ||
| 6. Click "Save New Notice" | ||
| Opening the Solicitation | ||
| 1. Open the Teams or Zoom link and make sure your recording the opening | ||
| 2. After the official date and time, goto Solicitation/Sourcing/click the "Submitted Responses" button | ||
| 3. If public (construction related), read aloud the names of the respondents and their totals | ||
| 3.1. Under Solicitation/Evaluations/click "Manage Responses", then the "Bid Tabulation" tab | ||
| 4. Click on one response at a time. | ||
| 5. Review the questionnaire and check next to the "pass" or "fail". | ||
| 6. If Construction, click on the Bid Bond and make sure they submitted a 5% bid bond | ||
| 7. If the response doesn’t meet the requirements of the solicitation, check "Disqualify Response" | ||
| 7.1 If checked, choose reason why the response is disqualified | ||
| 7.2 Toggle if the respondent should be notified through the system | ||
| 7.3 Click "Disqualify Response" or "Cancel" | ||
| 8. Repeat steps 4-7 for each response | ||
| 9. View Pricing table, click “Bid Tabulations” |
Click the “Bid Tabulations” tab Options:
To Print table only, click export to excel to the right of Bid Schedule To print a report that includes the pass/fail items, click “Report” to the right of the top section
| Download Submittals to the bid file to attach to "green sheet/agenda item" |
| 1. Under Solicitation/Sourcing/click "Submitted Responses" button |
| 2. to export the answers to the questions, click "report in the left corner above the table |
| 3. to export proposals, click into each proposal, goto the question titled "Proposal Documents" and download each individually |
| Download Bid Tabulation. And modify the report to add to the green sheet/agenda as an attachment |
| 1. Click Solicitation / Evaluations / Bid Tabulation |
| 2. Click "Export this table" / "export to Excel |
| 3. Saving bid solicitation file as a PDF |
| 4. Attach PDF to green sheet/agenda item |
| Post Teams or Zoom recording (see Notices) |
| Check the Federal (www.Sam.gov) and State Suspended Vendor List (https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists/suspended_vendor_list) |
| Notify the Project Manager. Send Email (outside the Platform) to the Project Manager telling that you’ve opened the solicitation, they can view the results, and you will be waiting for as department recommendation whether to move forward. |
| Department recommendation is received from the requesting department |
| Send Department recommendation to grant source for approval |
| Issue "Intent to Award Letter" |
| 1. Under Solicitation/Evaluations/Manage Responses/Selected Vendor(s) tab |
| 2. Click the "Intent to Award Letter" at right corner of the table |
| 3. Choose the supplier to issue the letter to |
| 4. Choose Word Format |
| 5. Click to Download Word Document |
| 6. Open Downloaded file / modfiy as needed |
| 7. Save a Word and PDF copy in H drive bid file |
| 8. Post Intent to Award as a Notice-/solicitation/sourcing/Addenda & Notices |
| Create a Contract |
| 1. Goto Contract Tab |
| 2. Create new record (complete fields) |
| 3. Create document |
| 4. Choose proper contract format |
| 5. Answer questionnaire |
| 6. Add proper Exhibits |
| 7. Review/edit approvals |
| 8. Release to approve |
| 9. Once approved, export as a PDF to bid file and send for Supplier signature |
| If Alternate funding is used : send finalized contract to the grant source for review |
| Contract approved by grant source |
| Send Contract by email to recommended awardee for signature |
| Signed Contract & COI received from Contractor |
| Procurement to review of Contract & Certificate of Insurance (COI) for completeness |
| Create "Green Sheet"/Agenda item: when a department recommendation is received to move forward then create an Agenda item in Peak Software for the next available meeting. |
| 1. Attach Contract (Att A-Solicitation, Att B-Response, all other completed attachments) |
| Council approved |
| Received executed Contract from the Clerk |
| Send executed Contract to Contractor/Consultant and Project Manager |
ITB for Grants Checklist
File details come from the government source that posted it. Updated .