Solicitation_-_FY24_Risk_Assessment_Blank.xlsx

XLSX spreadsheet 216 KB Posted Apr 29, 2026

Attached to: Continuing Program Management and Construction Management Services for Vertical Construction Projects (W-00641)
Solicitation number: 26-769-RFSQ
Issued by: Orange County, Orlando City, Florida

About this file

Written by GovTribe AI · Jun 23, 2026

This file is a procurement plan and task list document for the Greater Orlando Aviation Authority (GOAA) detailing standardized processes and procedures for managing Invitations for Bid (IFB), Requests for Proposal (RFP), and Single/Sole Source (SGS/SS) procurements. The document outlines six primary stages of procurement management: Pre-Solicitation, Solicitation Preparation, Solicitation, Evaluation, Award, and Contract Management. For IFB and RFP procurements, the process requires completion of a Project Initiation Form (PIF), industry day coordination, risk assessments, small business development reviews, legal advertisements, pre-solicitation meetings, addendum issuance, solicitation opening meetings, procurement committee evaluation, board notification, and contract execution. Key personnel responsibilities are clearly defined for the Purchasing Agent, Authority's Authorized Representative (end-user), Compliance Coordinator, Risk Management, Small Business Development, Legal Counsel, and other stakeholders. The document specifies critical milestones including board notification dates prior to legal advertisement, adherence to five business-day addendum issuance requirements before proposal deadlines, conflict of interest documentation requirements, and reference checks on selected respondents.

The procurement plans require completion of risk assessment forms for services rendered on GOAA property, small business assessments for non-goods purchases, and documentation of Minority and Women Business Enterprise (MWBE) participation. Single/Sole Source procurements follow a streamlined process requiring justification approval, quote validation, confirmation of bond requirements, and verification of freight and payment terms. All procurement files must be organized into numbered folders containing specific documentation, including affidavits of publication, sign-in sheets, presentations, addenda, responses, conflict of interest forms, reference checks, committee memoranda, bid tabulations, performance bonds, and executed contracts. The document specifies that contracts under $325,000 are posted to internal SharePoint systems, while contracts exceeding $325,000 are submitted to Records Management for public posting. Contract administration includes creation of Oracle contract headers, management of deliverables and performance, business reviews, and documentation of any performance deficiencies.

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W-00641_Continuing_PMCM_OAR_-_Risk_Insurance_Requirements.pdf	PDF	May 20, 2026
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EDCs_OAR_Scope_of_Services_(35,_27a,_27b,_09a).pdf	PDF	May 14, 2026
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RFSQ_Continuing_PMCM_Vertical_(OAR)_-_Scope_&_Criteria_DRAFT.docx	DOCX document	Apr 29, 2026
Risk_Assessment_for_Insurance_Requirements_-_CONSTRUCTION.docx	DOCX document	Apr 29, 2026
PIF_Attachment_-_EDCs_OAR_Scope_of_Services_(35,_27a,_27b,_09a).pdf	PDF	Apr 29, 2026

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IFB Plan PROCUREMENT PLAN AND TASK LIST FOR IFBs

PURCHASING AGENT:	AAR: Authority's Authorized Representative (End-User Dept.'s Representative); CA: Contract Administrator;
SOLICITATION #:	CC: Compliance Coordinator; CEO: Chief Executive Officer; CFO: Chief Financial Officer; ES: Executive Sponsor
END-USER DEPT:	FIN: Finance's Representative; LC: Legal Counsel; PC: Procurement Committee Members;
ESTIMATED COST:	RM: Risk Mgt; SBD: Small Business Development's Reprenentative; SRT: Staff Review Team; SUP: Supplier;
REQUISITION #:

		Responsibility of:	Due by:	Notes:
	Pre-Solicitation (Stage 1)
	Request access to OpenGov	AAR		If not already in OpenGov, you might need to add the End User(s) so they can add PIF
	Market research for potential Suppliers (Provide list in PIF)	AAR
	Industry Day - Complete PIF in OpenGov	AAR
	Industry Day - Create Agenda	AAR
	Industry Day - Provide details to Small Business	AAR
	Industry Day - Organize calendar invites, book rooms etc, create sign in sheet	AAR
	Industry Day - Get Soliciation # from log as "RFI", and start folder on F Drive	PA
	Industry Day - Post Notice+Agenda, Invite Suppliers via OpenGov Upcoming Solicitations	PA
	Industry Day - Place ad in Orlando Sentinel and any other publications	PA
	Industry Day - Invite relevant Suppliers	SBD
	INDUSTRY DAY	---
*	Industry Day - Save affidavit(s) of publication(s)	PA
*	Save Sign-In Sheet from Industry Day	PA
	Industry Day - Post Presentation to OpenGov	PA
	Edit PIF, add Board Notification memo draft, 90% Scope, SMEs, Price Table etc	AAR
	PIF Completion and submittal in OpenGov	AAR		Completed by End User, may need assistance
	Add Requisition in Oracle	AAR		Completed by End User, may need assistance
	Solicitation Preparation (Stage 2)	Responsibility of:		Notes:
	APPROVED PIF RECEIVED	---
	Procurement Start Date	---
	Market research for potential Suppliers	PA
	If no Industry Day, get Soliciation # from log, and start folder on F Drive	PA		File name to start with Solicitation number, then title. If Industry Day was held, change RFI to RFP
*	Save approved PIF in Solicitation Folder, download as Report	PA
	Add procurement to Agent's Status Report	PA
*	Save a copy of this Procurement Plan in Solicitation Folder	PA
	Confirm requisition in Oracle, make sure it's assigned to you	PA
	Provide AAR completed Procurement Plan, request approval	PA		Emphasise "Receipt of finalized scope from AAR" date
	Determine Pre-Solicitation Meeting Date; add to Outlook	PA		Invite AAR, ES
	Determine Opening Meeting Date; add to Outlook	PA		Invite AAR, ES
	Start Draft in OpenGov	PA
	Confirm via email to PA that the Procurement Plan is accepted	AAR
*	Save AAR's approval of Procurement Plan to Solicitation Folder	PA
	Complete preliminary Draft in OpenGov	PA
	Add AAR as Collaborator in OpenGov	PA
	Complete Risk Assesment Form and send to risk.mgmt@goaa.org	PA		Only if services are rendered on GOAA Property
	Add Risk Management as Collaborator in OpenGov	PA
	Request Small Business assessment from xxxxxxxxxxxxxxxxx	PA		Not needed for "Goods only" purchases, except Janitorial Supplies
	Add Small Business as Collaborator in OpenGov	PA
	Complete Risk Assessment Form	RM
*	Save completed Risk Assessment Form in Solicitation Folder	PA
	Update Risk requirements in OpenGov, per assesment	PA
	Complete Small Business Assessment, send to PA and AAR	SBD
	Provide a list of relevant/available SBD Suppliers, send to PA and AAR	SBD
*	Save Small Business assessment in Solicitation Folder	PA
	Update Board Notification Memo with SBD participation, send to PA	AAR
	Review Board Notification attached to PIF, return to AAR once reviewed	PA
*	Save Board Notification memo to Solicitation File	PA
	Upload Board Notification Memo to SharePoint	AAR		Meetings / GOAA Board / 0_Drop Folder
	Update MWBE requirements in OpenGov, per Small Business assesment	PA
	Send final scope in OpenGov	AAR
	Add SBD Company E-Mail List + Emails from market research/Industry Day + potential Suppliers identified by AAR to "Pre-invite List" in OpenGov	PA
	Request approval of IFB in Opengov from Asst. Manager or Sr. Manager	PA
	Complete approval of IFB in Opengov from Asst. Manager or Sr. Manager	PM
	Request approval of IFB in Opengov from AAR	PA
	Complete approval of IFB in Opengov from AAR	AAR
	Request approval of IFB in Opengov from Legal	PA
	Complete approval of IFB in Opengov from Legal	LC
	BOARD DATE FOR NOTIFICATION OF UPCOMING SOLICITATION	---		(Must happen before the legal ad goes out)
	Send Legal Advertisement, invoice copy to Sr. Administrator	PA		Deadline for Sunday ad is at noon the Thursday before
	Send Solicitation Release Notification <BidReleaseNotification@goaa.org> Email	PA
*	Save Solicitation Release Notification in Solicitation Folder	PA
	Solicitation (Stage 3)
	RELEASE SOLICITATION IN OPENGOV (CONFIRM "OPEN" STATUS)	PA		OpenGov release date must be the same as Legal Ad Date.
*	Save affidavit of advertisement in Solicitation Folder	PA
*	Save final, advertised complete IFB document to Solicitation Folder	PA
*	Save list of notified Suppliers in Solicitation Folder from OpenGov	PA
	Request Committee Meeting for Eval + Interview dates from Coordinator	PA
	Start Pre-Solictation Presentation	PA		Master template from Kenyatta to be used
	Create Pre-Solictation Meeting Sign-In Sheet	PA		(Not needed if Teams only)
	Send Pre-Solictation Presentation to AAR	PA
	Pre-Solictation Presentation review/edits, send back to PA	AAR
	PRE-SOLICITATION + SITE VISIT MEETING, IF NEEDED	PA & AAR
	Start Oracle Item No. Review for Pricing Table	PA
	Complete Oracle Item No. Review for Pricing Table	PA
*	Save Pre-Solicitation meeting recording to Solicitation File, if any	PA
*	Save Pre-Solicitation sign-in sheet to Solicitation File, if any	PA
	Post Pre-Solictation Presentation to OpenGov as Notice (not Addendum)	PA
	Assign questions received from Respondents to AAR in OpenGov	PA
	LAST DAY FOR QUESTIONS FROM RESPONDENTS	---
	Assign remaining questions received from Respondents to AAR in OpenGov	PA
	Complete answers to questions from Respondents in OpenGov	AAR
	Create Addendum in Word, send to Legal for review	PA
	Legal review of Addendum	LC
	ISSUE LAST ADDENDUM ON OPENGOV	PA		Must happen at least 5 business days before the due date
*	Save all Addenda in Solicitation Folder	PA
	STATUS "PENDING" IN OPENGOV (SAME AS SOLICTATION DUE DATE/OPENING)	---
	Evaluation (Stage 4)
	SOLICITATION OPENING MEETING	---		Prices are not to be read. Agent must attend, AAR optional
*	Save Teams Solicitation Opening Meeting Attendee List in Solicitation File	PA
	Send Conflict of Interest/Non-Disclosure Form to everyone* via Box, if applicable	PA		Everyone who gets to see the responses
	Sign Conflict of Interest/Non-Disclosure Form to AAR via Box	ALL
*	Save signed Conflict of Interest Form/Non-Disclosure Forms to Solicitation Folder	PA
*	Save all responses to Solicitation Folder	PA
	Release responses to AAR via Box	PA		Only after the Non-Conflict Forms are received
	Send out reference check emails	PA
	Follow-up on References	PA
*	Receive all References and save to Solicitation Folder	PA
	AAR Review of Responses Completed	AAR
*	Save AAR's Confirmation in Solicitation File	PA
	Create Procurement Committee Memo Draft, email to pcagendaitems@goaa.org	AAR
	Edit Procurement Committee Memo Draft as needed	PA
	Start Workflow in Sharepoint for PC Memo	PA		Add End-User, Budget, Small Business, Purchasing Manager, then End-User again
	Complete memo updates	AAR		GOAANet Home/Meetings/Committees/Proc. Committee 0_Workflow Folder
	Budget to complete review	FIN
	Small Business to complete review	SBD
	Purchasing Manager to complete review	PM
	AAR to complete final review	AAR
	Complete final review, move file to Pre-Agenda Folder	AAR
	Create PC Agenda	CC
	PRE-AGENDA MEETING	AAR, PA and CC
	Make changes to PC memo as needed, move to Final Agenda Folder on Sharepoint	AAR
	Post Procurement Committee Agenda to GOAA's website	CC
	Post Procurement Committee Agenda as "Notice" to OpenGov	PA		Normally issued on the Thu or Fri before PC meeting
	PROCUREMENT COMMITTEE DATE	PC & PA & AAR
*	Save Committee Agenda to Solicitation Folder	PA
	Post Notice of Intent to Award to OpenGov as "Notice"	PA
	Start Contract document preparation	PA
	Send Contract draft to Supplier to review T&Cs	PA
	Supplier's legal review confirmed	SUP
	Request awarded Supplier to submit Required Documents (Bond and Insurance)	PA
	Provide Supppliers's Insurance	SUP
	Provide Insurance to Risk Mgt for approval	PA
	Complete Insurance approval from Risk Mgt	RM
*	Save insurance confirmation from Risk Mgt to Solicitation File	PA
*	Save copy of Insurance to Solictation Folder	PA
	Draft Board memo + request Finance Form	AAR
	Complete Finance Form	FIN
	Send Board memo to PA once drafted	AAR
	Add Board memo draft to SharePoint for review by VPP	PA
	Review of Board Item, make changes as needed	VPP
	Notify AAR once VPP approved	PA
	Draft Board Agenda and drop to _Drop Folder	AAR		GOAANet Home/Meetings/Committees/ 0_Drop Folder
	Confirm that Department uploaded Draft Board Memo by deadline	PA
	APPEAL PERIOD END DATE	---
	Award (Stage 5)
	BOARD ITEM SUBMITTAL DEADLINE (9 AM)	---		Completed by End User, may need assistance
	BOARD PRELIMIARY AGENDA REVIEW MEETING	PA & AAR
	BOARD FINAL AGENDA REVIEW MEETING	PA & AAR
	Post Board Agenda and Memo as a "Notice" in OpenGov	PA		Post AFTER it's posted to the GOAA website
*	Save Board Agenda and Memo to Solicitation Folder	PA
	BOARD MEETING	---
	Notice of Award Issued to Supplier	PA		Email to Supplier and AAR
	Supplier to provide Required Documents (Bond [physical document])	SUP
*	Save of Copy of Bond to Solictation Folder	PA
	Provide original Bond to Contract Admin	PA
	Send Contract draft to Contract Admin for ADA review	PA
	ADA Compliance Review, send back to PA	CA
	Complete Contract document, upload for Box	PA
	Box - Supplier e-signature of Contract	SUP
	Box - GOAA Legal Review (by Paralegal)	LC
	Box - GOAA Legal Review (by Attorney) and Stamp	LC
	Box - Chief Financial Officer's Admin Approval	CFO
	Box - Chief Financial Officer Approval	CFO
	Box - Contract Execution by CEO	CEO
*	Save executive report from OpenGov to Solicitation Folder	PA
	Contracts under $325k: notify CA to post in SharePoint	PA
	Contracts over $325k: notify Records Managment to post in Public SharePoint	PA
	Contract Management (Stage 6)
*	Save Executed Contract to Solicitation Folder	PA
*	Save Box Signature Log in Solicitation File	PA
	Issue Notice to Proceed, and/or PO or BPA, copy to AAR	PA		Don't send BPA to Supplier
	Create Releases from BPA and send to Supplier as needed	AAR
*	Save Notice to Proceed in Solictation Folder	PA
	Closeout in OpenGov	PA
	Complete Contract Information Sheet Form	PA		New contacts only, not for a BPA or PO
*	Save Contract Information Sheet Form in Solicitation Folder	PA
	Email Contract Information Sheet to Contratc Admin	PA
	PRE-PERORMANCE MEETING, IF ANY	PA & AAR
	Post Contract to SharePoint	CA
	Create Contract Header Oracle	CA
	Manage deliverables, performance and payment	AAR or as designated by ES. Enterprise contracts to be managed by PA.
	Conduct Business reviews, as needed	AAR
	Document poor performace, as needed	AAR

&P/&N Printed: &D &T

IFB Folder CheckList

FOLDER ITEMS

Items in red are added by the Compliance Coordinator

FOLDER NAME	DOCUMENT	FILE NAME
0. 23-999-IFB - Work files	All drafts, Misc. files	PA's Discretion

1. 23-999-IFB - PIF Preparation Industry Day Documents, if any

2. 23-999-IFB - Solicitation Preparation	Project Initiation Form (PIF)	23-999-IFB - PIF
	Procurement Plan and Task List (Timeline)	23-999-IFB - Procurement Timeline
	Risk Assessment	23-999-IFB - Risk Mgt Assessment
	SBD Assessment	23-999-IFB - SBD Assessment
	Solicitation Release Notification Email	23-999-IFB - Solicitation Release Notification (This should be the email subject)

3. 23-999-IFB - Solicitation	Legal Advertisement Affidavit	23-999-IFB - Notice - Legal Ad Affidavit
	Final, advertised complete IFB document	23-999-IFB - Add IFB/IFB Title
	List of Vendors emailed from OpenGov	23-999-IFB - Notice - Email Notifications List
	Pre-Solictation Conference Sign-In Sheet	23-999-IFB - Pre-Solicitation Meeting Sign-In Sheet
	Pre-Solicitation Conference Recording	23-999-IFB - Pre-Solicitation Meeting Recording
	Copy of Addendums Issued	23-999-IFB - Addendum 1; 23-999-IFB - Addendum 2… etc.

4. 23-999-IFB - Evaluation	Recording of Opening meeting	23-999-IFB - Solicitation Opening Meeting recording
	Summary from OpenGov Proposer's Name's List showing when responses were received	23-999-IFB - Summary of Responses
	List of NIGP Codes Used	23-999-IFB - Notice - NIGP Codes
	Conflict of Interest / Non-Disclosure Forms	23-999-IFB - Conflict of Interest Form - LastName
	Responses	23-999-IFB - Response - Respondant's Name
	Emails received from references. If no response, emails sent, including follow-ups	23-999-IFB - Reference - Respondant's Name - Reference Name
	Procurement Committee Agenda and Memo	23-999-IFB - PC Committee Memo and Agenda
	Notice of Intent to Award	23-999-IFB - Notice of Intent to Award

5. 23-999 - Award	Board Agenda and Memo	23-999-IFB - Board Memo and Agenda
	Bidtab	23-999-IFB - Bid Tabulation
	COI (Awarded Supplier only)	23-999-IFB - COI
	Performance Bond	23-999-IFB - Performance Bond
	COI Confirmation from Risk	23-999-IFB - COI Confirmation
	Bond Confirmation from Legal	23-999-IFB - Performance Bond Confirmation
	Executive Summary Report from OpenGov	23-999-IFB - Executive Summary
	Evaluation Committee Minutes	23-999-IFB - Eval. Committee Minutes
	Board Minutes	23-999-IFB - Board Minutes

6. 23-999 - Contract Management	Executed Contract	23-999-IFB - Executed Contract
	Box Signature Log	23-999-IFB - Box Signature Log
	Notice To Proceed	23-999-IFB - Notice to Proceed
	Contract Information Sheet Form	23-999-IFB - Contract Information Sheet

RFP Plan PROCUREMENT PLAN AND TASK LIST FOR RFPs

PURCHASING AGENT:	AAR: Authority's Authorized Representative (End-User Dept.'s Representative); CA: Contract Administrator;
SOLICITATION #:	CC: Compliance Coordinator; CEO: Chief Executive Officer; CFO: Chief Financial Officer; ES: Executive Sponsor
END-USER DEPT:	FIN: Finance's Representative; LC: Legal Counsel; PC: Procurement Committee Members;
ESTIMATED COST:	RM: Risk Mgt; SBD: Small Business Development's Reprenentative; SRT: Staff Review Team; SUP: Supplier;

		Responsibility of:	Due by:	Notes:
	Pre-Solicitation (Stage 1)
	Request access to OpenGov	AAR		If not already in OpenGov, you might need to add the End User(s) so they can add PIF
	Market research for potential Suppliers (Provide list in PIF)	AAR
	Industry Day - Complete PIF in OpenGov	AAR
	Industry Day - Create Agenda	AAR
	Industry Day - Provide details to Small Business	AAR
	Industry Day - Organize calendar invites, book rooms etc, create sign in sheet	AAR
	Industry Day - Get Soliciation # from log as "RFI", and start folder on F Drive	PA
	Industry Day - Post Notice+Agenda, Invite Suppliers via OpenGov Upcoming Solicitations	PA
	Industry Day - Place ad in Orlando Sentinel and any other publications	PA
	Industry Day - Invite relevant Suppliers	SBD
	INDUSTRY DAY	---
*	Industry Day - Save affidavit(s) of publication(s)	PA
*	Save Sign-In Sheet from Industry Day	PA
	Industry Day - Post Presentation to OpenGov	PA
	Edit PIF, add Board Notification memo draft, 90% Scope, SMEs, Price Table etc	AAR
	PIF Completion and submittal in OpenGov	AAR		Completed by End User, may need assistance
	Add Requisition in Oracle	AAR		Completed by End User, may need assistance
	Solicitation Preparation (Stage 2)	Responsibility of:		Notes:
	APPROVED PIF RECEIVED	---
	Procurement Start Date	---
	Market research for potential Suppliers	PA
	Request to PC Chair to request CEO approval for of alternate Committee mebers, if any	PA
	If no Industry Day, get Soliciation # from log, and start folder on F Drive	PA		File name to start with Solicitation number, then title. If Industry Day was held, change RFI to RFP
*	Save approved PIF in Solicitation Folder, download as Report	PA
	Add procurement to Agent's Status Report	PA
*	Save a copy of this Procurement Plan in Solicitation Folder	PA
	Confirm requisition in Oracle, make sure it's assigned to you	PA
	If alternate Committee Members, PC Chair to request CEO's approval via email	PA
*	If alternate Committee Members; save CEO's approval in Solicitation Folder	PA
	Provide AAR completed Procurement Plan, request approval	PA		Emphasise "Receipt of finalized scope from AAR" date
	Determine Pre-Proposal Meeting Date; add to Outlook	PA		Invite AAR, ES
	Determine Opening Meeting Date; add to Outlook	PA		Invite AAR, ES
	Work with Compliance Coordinator to schedule Evaluation/Interview meetings	PA
	Start Draft in OpenGov	PA
	Confirm via email to PA that the Procurement Plan is accepted	AAR
*	Save AAR's approval of Procurement Plan to Solicitation Folder	PA
	Complete preliminary Draft in OpenGov	PA
	Add AAR as Collaborator in OpenGov	PA
	Complete Risk Assesment Form and send to risk.mgmt@goaa.org	PA		Only if services are rendered on GOAA Property
	Add Risk Management as Collaborator in OpenGov	PA
	Request Small Business assessment from xxxxxxxxxxxxxxxxx	PA		Not needed for "Goods only" purchases, except Janitorial Supplies
	Add Small Business as Collaborator in OpenGov	PA
	Complete Risk Assessment Form	RM
*	Save completed Risk Assessment Form in Solicitation Folder	PA
	Update Risk requirements in OpenGov, per assesment	PA
	Complete Small Business Assessment, send to PA and AAR	SBD
	Provide a list of relevant/available SBD Suppliers, send to PA and AAR	SBD
*	Save Small Business assessment in Solicitation Folder	PA
	Update Board Notification Memo with SBD participation, send to PA	AAR
	Review Board Notification attached to PIF, return to AAR once reviewed	PA
*	Save Board Notification memo to Solicitation File	PA
	Upload Board Notification Memo to SharePoint	AAR		Meetings / GOAA Board / 0_Drop Folder
	Update MWBE requirements in OpenGov, per Small Business assesment	PA
	Send final scope in OpenGov	AAR
	Finalize eval criteria/scoring/pricing table in OpenGov	PA
	Add SBD Company E-Mail List + Emails from market research/Industry Day + potential Suppliers identified by AAR to "Pre-invite List" in OpenGov	PA
	Request approval of RFP in Opengov from Asst. Manager or Sr. Manager	PA
	Complete approval of RFP in Opengov from Asst. Manager or Sr. Manager	PM
	Request approval of RFP in Opengov from AAR	PA
	Complete approval of RFP in Opengov from AAR	AAR
	Request approval of RFP in Opengov from Legal	PA
	Complete approval of RFP in Opengov from Legal	LC
	BOARD DATE FOR NOTIFICATION OF UPCOMING SOLICITATION	---		(Must happen before the legal ad goes out)
	Send Legal Advertisement, invoice copy to Sr. Administrator	PA		Deadline for Sunday ad is at noon the Thursday before
	Send Solicitation Release Notification <BidReleaseNotification@goaa.org> Email	PA
*	Save Solicitation Release Notification in Solicitation Folder	PA
	Solicitation (Stage 3)
	RELEASE SOLICITATION IN OPENGOV (CONFIRM "OPEN" STATUS)	PA		OpenGov release date must be the same as Legal Ad Date.
*	Save affidavit of advertisement in Solicitation Folder	PA
*	Save final, advertised complete RFP document to Solicitation Folder	PA
*	Save list of notified Suppliers in Solicitation Folder from OpenGov	PA
	Request Committee Meeting for Eval + Interview dates from Coordinator	PA
	Start Pre-Solictation Presentation	PA		Master template from Kenyatta to be used
	Create Pre-Solictation Meeting Sign-In Sheet	PA		(Not needed if Teams only)
	Schedule Eval + Interview PC meetings in Outlook	CC
	Send Pre-Solictation Presentation to AAR	PA
	Pre-Solictation Presentation review/edits, send back to PA	AAR
	PRE-SOLICITATION + SITE VISIT MEETING, IF NEEDED	PA & AAR
	Start Oracle Item No. Review for Pricing Table	PA
	Complete Oracle Item No. Review for Pricing Table	PA
*	Save Pre-Solicitation meeting recording to Solicitation File, if any	PA
*	Save Pre-Solicitation sign-in sheet to Solicitation File, if any	PA
	Post Pre-Solictation Presentation to OpenGov as Notice (not Addendum)	PA
	Assign questions received from Respondents to AAR in OpenGov	PA
	Start preparing Score Sheet	PA
	Start preparing blank SME Matrix	PA
	Complete Score Sheet	PA
	Complete blank SME Matrix	PA
	LAST DAY FOR QUESTIONS FROM RESPONDENTS	---
	Assign remaining questions received from Respondents to AAR in OpenGov	PA
	Complete answers to questions from Respondents in OpenGov	AAR
	Create Addendum in Word, send to Legal for review	PA
	Legal review of Addendum	LC
	ISSUE LAST ADDENDUM ON OPENGOV	PA		Must happen at least 5 business days before the due date
*	Save all Addenda in Solicitation Folder	PA
	STATUS "PENDING" IN OPENGOV (SAME AS PROPOSAL DUE DATE/OPENING)	---
	Evaluation (Stage 4)
	SOLICITATION OPENING MEETING	---		Prices are not to be read. Agent must attend, AAR optional
*	Save Teams Proposal Opening Meeting Attendee List in Solicitation File	PA
	Confirm that Committee Meeting/Interview block is scheduled in Outlook	PA		Make sure EVERYONE involved in invited (AAR, Risk, Finance, SME(s),SBD, End-User VP)
	Send Conflict of Interest/Non-Disclosure Form to ALL via Box, if applicable	PA		Everyone who gets to see the responses
	Sign Conflict of Interest/Non-Disclosure Form to AAR via Box	ALL
*	Save signed Conflict of Interest Form/Non-Disclosure Forms to Solicitation Folder	PA
*	Save all responses to Solicitation Folder	PA
	Release responses to AAR, SRT, EC, LC, SBD, RM, FIN, ES via Box	PA		Only after the Non-Conflict Forms are received
	Release matrix to SRT via Box	PA
	Request CC to schedule SRT Matrix review meeting in OpenGov	PA
	Schedule One-On-One briefings with Committee Members as needed, add to Outlook	PA
	Send out reference check emails	PA
	Follow-up on References	PA
*	Receive all References and save to Solicitation Folder	PA
	Create and post Agenda for SRT review meeting in OpenGov and send to CC	PA
	Email Board Services for Sunshine Notice of SRT meeting	CC
	Add SRT review to Sunshine Calendar	CC
	Post Agenda for SRT review meeitng to GOAA website	CC
	SRT review/meeting completed	SRT
	Finance review completed, memo to PA	FIN
*	Save Finance Memo to Solicitation File	PA
	Risk review completed? No memo, but confirm with them	PA
	Small Business review completed? No memo, but confirm with them	PA
	Finalize SRT Matrix and provide to Committee Members	PA
*	Save final SRT Matrix in Solictation Folder	PA
	Provide Coordinator Blank Score Card, Completed Matrix, Responses	PA
*	Save Committee Agenda to Solicitation Folder	PA
	Create Procurement Committee Agenda	CC
	Send Procurement Committee Meeting Notice to BoardServices	CC
	Add Procurement Committee Meeting to Sunshine Calendar	CC
	Post Procurement Committee Agenda to GOAA's website	CC
	Post Procurement Committee Agenda as "Notice" to OpenGov	PA		Normally issued on the Thu or Fri before PC meeting
	PROCUREMENT COMMITTEE DATE	PC & PA & AAR
*	Save completed Score Sheet to Solicitation Folder	PA
	Post Notice of Intent to Award to OpenGov as "Notice"	PA
	Start Contract document preparation	PA
	Send Contract draft to Supplier to review T&Cs	PA
	Supplier's legal review confirmed	SUP
	Request awarded Supplier to submit Required Documents (Bond and Insurance)	PA
	Provide Supppliers's Insurance	SUP
	Provide Insurance to Risk Mgt for approval	PA
	Complete Insurance approval from Risk Mgt	RM
*	Save insurance confirmation from Risk Mgt to Solicitation File	PA
*	Save copy of Insurance to Solictation Folder	PA
	Draft Board memo + request Finance Form	AAR
	Send Board memo to PA once drafted	AAR
	Add Board memo draft to SharePoint for review by VPP	PA
	Review of Board Item, make changes as needed	VPP
	Notify AAR once VPP approved	PA
	Draft Board Agenda and drop to _Drop Folder	AAR		GOAANet Home/Meetings/Committees/ 0_Drop Folder
	Confirm that Department uploaded Draft Board Memo by deadline	PA
	APPEAL PERIOD END DATE	---
	Award (Stage 5)
	BOARD ITEM SUBMITTAL DEADLINE (9 AM)	---		Completed by End User, may need assistance
	BOARD PRELIMIARY AGENDA REVIEW MEETING	PA & AAR
	BOARD FINAL AGENDA REVIEW MEETING	PA & AAR
	Post Board Agenda and Memo as a "Notice" in OpenGov	PA		Post AFTER it's posted to the GOAA website
*	Save Board Agenda and Memo to Solicitation Folder	PA
	BOARD MEETING	---
	Notice of Award Issued to Supplier	PA		Email to Supplier and AAR
	Supplier to provide Required Documents (Bond [physical document])	SUP
*	Save of Copy of Bond to Solictation Folder	PA
	Provide original Bond to Contract Admin	PA
	Send Contract draft to Contract Admin for ADA review	PA
	ADA Compliance Review, send back to PA	CA
	Complete Contract document, upload for Box	PA
	Box - Supplier e-signature of Contract	SUP
	Box - GOAA Legal Review (by Paralegal)	LC
	Box - GOAA Legal Review (by Attorney) and Stamp	LC
	Box - Chief Financial Officer's Admin Approval	CFO
	Box - Chief Financial Officer Approval	CFO
	Box - Contract Execution by CEO	CEO
*	Save executive report from OpenGov to Solicitation Folder	PA
	Contracts under $325k: notify CA to post in SharePoint	PA
	Contracts over $325k: notify Records Managment to post in Public SharePoint	PA
	Contract Management (Stage 6)
*	Save Executed Contarct to Solicitation Folder	PA
*	Save Box Signature Log in Solicitation File	PA
	Issue Notice to Proceed, and/or PO or BPA, copy to AAR	PA
*	Save Notice to Proceed in Solictation Folder	PA
	Create Releases from BPA and send to Supplier as needed	AAR
	Closeout in OpenGov	PA
	Complete Contract Information Sheet Form	PA		New contacts only, not for a BPA or PO
*	Save Contract Information Sheet Form in Solicitation Folder	PA
	Email Contract Information Sheet to Contratc Admin	PA
	PRE-PERORMANCE MEETING, IF ANY	PA & AAR
	Post Contract to SharePoint	CA
	Create Contract Header Oracle	CA
	Manage deliverables, performance and payment	AAR or as designated by ES. Enterprise contracts to be managed by PA.
	Conduct Business reviews, as needed	AAR
	Document poor performace, as needed	AAR

&P/&N Printed: &D &T

RFP Folder CheckList

FOLDER ITEMS

Items in red are added by the Compliance Coordinator

FOLDER NAME	DOCUMENT	FILE NAME
0. 23-999-RFP - Work files	All drafts, like blank matrix draft, blank score sheet and Misc. files	PA's Discretion

1. 23-999-RFP - PIF Preparation Industry Day Documents, if any

2. 23-999-RFP - Solicitation Preparation	Project Initiation Form (PIF)	23-999-RFP - PIF
	Procurement Plan and Task List (Timeline)	23-999-RFP - Procurement Timeline
	Risk Assessment	23-999-RFP - Risk Mgt Assessment
	SBD Assessment	23-999-RFP - SBD Assessment
	Solicitation Release Notification Email	23-999-RFP - Solicitation Release Notification (This should be the email subject)

3. 23-999-RFP - Solicitation	Legal Advertisement Affidavit	23-999-RFP - Notice - Legal Ad Affidavit
	Final, advertised complete RFP document	23-999-RFP - Add RFP/IFB Title
	List of Vendors emailed from OpenGov	23-999-RFP - Notice - Email Notifications List
	Pre-Bid/Proposal Conference Sign-In Sheet	23-999-RFP - Pre-Solicitation Meeting Sign-In Sheet
	Pre-Bid/Proposal Conference Recording	23-999-RFP - Pre-Solicitation Meeting Recording
	Copy of Addendums Issued	23-999-RFP - Addendum 1; 23-999-RFP - AdDendum 2… etc.

4. 23-999-RFP - Evaluation	Recording of Opening meeting	23-999-RFP - Solicitation Opening Meeting recording
	Summary from OpenGov Proposer's Name's List showing when responses were received	23-999-RFP - Summary of Responses
	List of NIGP Codes Used	23-999-RFP - Notice - NIGP Codes
	Conflict of Interest / Non-Disclosure Forms	23-999-RFP - Conflict of Interest Form - LastName
	Responses	23-999-RFP - Response - Respondnt's Name
	Emails received from references. If no response, emails sent, including follow-ups	23-999-RFP - Reference - Respondant's Name - Reference Name
	SME Matrix (Completed)	23-999-RFP - SME Matrix
	Procurement Committee Agenda and Memo	23-999-RFP - Eval. Committee Memo and Agenda
	Score Sheet (Completed)	23-999-RFP - Score Sheet
	Notice of Intent to Award	23-999-RFP - Notice of Intent to Award

5. 23-999 - Award	Board Agenda and Memo	23-999-RFP - Board Memo and Agenda
	Bidtab	23-999-RFP - Bid Tabulation
	COI (Awarded Supplier only)	23-999-RFP - COI
	Performance Bond	23-999-RFP - Performance Bond
	COI Confirmation from Risk	23-999-RFP - COI Confirmation
	Bond Confirmation from Legal	23-999-RFP - Performance Bond Confirmation
	Executive Summary Report from OpenGov	23-999-RFP - Executive Summary
	Evaluation Committee Minutes	23-999-RFP - Eval. Committee Minutes
	Board Minutes	23-999-RFP - Board Minutes

6. 23-999 - Contract Management	Executed Contract	23-999-RFP - Executed Contract
	Box Signature Log	23-999-RFP - Box Signature Log
	Notice To Proceed	23-999-RFP - Notice to Proceed
	Contract Information Sheet Form	23-999-RFP - Contract Information Sheet

SGS SS Source Plan

TASK LIST FOR SINGLE/SOLE SOURCE PROCUREMENTS

PURCHASING AGENT:	AAR: Authority's Authorized Representative (End-User Dept.'s Representative); CA: Contract Administrator;
SOLICITATION #:	CC: Compliance Coordinator; CEO: Chief Executive Officer; CFO: Chief Financial Officer; ES: Executive Sponsor
END-USER DEPT:	FIN: Finance's Representative; LC: Legal Counsel; PC: Procurement Committee Members;
ESTIMATED COST:	RM: Risk Mgt; SBD: Small Business Development's Reprenentative; SRT: Staff Review Team; SUP: Supplier;
REQUISITION #:

		Responsibility of:	Due by:	Notes:
	Obtain Quote	AAR
	Complete Justification in SharePoint Workflow	AAR
	Add Requisition in Oracle, attach Quote and Approved Workflow	AAR		Completed by End User, may need assistance
	Procurement Start Date	---
*	Complete Task list, save to Folder and send to AAR	PA
	Confirm requisition in Oracle, make sure it's assigned to you	PA
	Get Soliciation # from log, and start folder on F Drive	PA
	Add procurement to Agent's Status Report	PA
*	Confirm with AAR if Bond is needed, save AAR's response to Solicitation Folder	PA
	Ensure freight terms, payment terms are clear on quote.	PA
	Ensure quote is valid until at least 1 week after final approval	PA
*	Save final version of Quote	PA
	If any pre-payment is requested, ask approval from ES and FIN	PA		If pre-payment us under <10k ask Elsie Alfonso, if over ask Marie Dennis in Finance.
*	Save pre-payment approvals in Solictation Folder	PA
	If T&C's listed on quote, ask Supplier if our T&Cs are ok. If not, request legal review	PA
	Complete Risk Assesment Form and send it + Quote to risk.mgmt@goaa.org	PA		Only if services are rendered on GOAA property
	Complete Risk Assessment Form	RM
*	Save completed Risk Assessment Form in Solicitation Folder	PA
	Request Insurance from Supplier	PA
	Draft and post Notice of Intent to Award Single/Sole Source in OpenGov for 15 bus. days	PA
*	Save Notice of Intent in Solicitation Folder	PA
	If objections - verify that it's a true objection	PA
	If objections - if true objection, notify ES	PA
	ES to write a memo, ask for concurrence. Send to VPP under $250k to CEO over $250k	ES		to VPP under 250K or VP and CEO over $250k
	Supplier to provide Cert. of Insurance to PA	SUP
	Provide Insurance to Risk to review	PA
	Risk Mgt's review of Insurance	RM
*	Receive Risk's confirmation of Cert of Ins, save to Solicitation Folder	PA
*	Save Cert of Ins Form to Folder	PA
	Complete legal review of T&Cs, if any	LC
	If pre-payment requested, complete and route Payment Request Form	AAR
	IF UNDER $250k: create PO, send to Supplier and AAR	PA
	IF OVER $250k:
	Create Procurement Committee Memo Draft, email to pcagendaitems@goaa.org	AAR
	Edit Procurement Committee Memo Draft as needed	PA
	Start Workflow in Sharepoint for PC Memo	PA		Add End-User, Budget, Small Business, Purchasing Manager, then End-User again
	Complete memo updates	AAR		GOAANet Home/Meetings/Committees/Proc. Committee 0_Workflow Folder
	Budget to complete review	FIN
	Small Business to complete review	SBD
	Purchasing Manager to complete review	PM
	Complete final review, move file to Pre-Agenda Folder	AAR
	Create PC Agenda	CC
	PRE-AGENDA MEETING	AAR & PA, CC
	Make changes to memo as needed, move to Final Agenda Folder on Sharepoint	AAR
	Post Procurement Committee Agenda to GOAA's website	CC
	Post Procurement Committee Agenda as "Notice" to OpenGov	PA		Normally issued on the Thu or Fri before PC meeting
	PROCUREMENT COMMITTEE DATE	PC & PA & AAR
*	Save Committee Agenda to Solicitation Folder	PA
	Start Contract document preparation	PA
	Send Contract draft to Supplier to review T&Cs	PA
	Supplier's legal review confirmed	SUP
	Request awarded Supplier to submit Required Documents (Bond and Insurance)	PA
	Draft Board memo + request Finance Form	AAR
	Complete Finance Form	FIN
	Send Board memo to PA once drafted	AAR
	Add Board memo draft to SharePoint for review by VPP	PA
	Review of Board Item, make changes as needed	VPP
	Notify AAR once VPP approved	PA
	Draft Board Agenda and drop to _Drop Folder	AAR		GOAANet Home/Meetings/Committees/ 0_Drop Folder
	Confirm that Department uploaded Draft Board Memo by deadline	PA
	APPEAL PERIOD END DATE	---
	Award (Stage 5)
	BOARD ITEM SUBMITTAL DEADLINE (9 AM)	---		Completed by End User, may need assistance
	BOARD PRELIMIARY AGENDA REVIEW MEETING	PA & AAR
	BOARD FINAL AGENDA REVIEW MEETING	PA & AAR
	Post Board Agenda and Memo as a "Notice" in OpenGov	PA		Post AFTER it's posted to the GOAA website
*	Save Board Agenda and Memo to Solicitation Folder	PA
	BOARD MEETING	---
	Suppplier to provide Required Documents (Bond [physical document])	SUP
*	Save of Copy of Bond to Solictation Folder	PA
	Provide original Bond to Contract Admin	PA
	Send Contract draft to Contract Admin for ADA review	PA
	ADA Compliance Review, send back to PA	CA
	Complete Contract document, upload for Box	PA
	Box - Supplier e-signature of Contract	SUP
	Box - GOAA Legal Review (by Paralegal)	LC
	Box - GOAA Legal Review (by Attorney) and Stamp	LC
	Box - Chief Financial Officer's Admin Approval	CFO
	Box - Chief Financial Officer Approval	CFO
	Box - Contract Execution by CEO	CEO
	Contracts under $325k: notify CA to post in SharePoint	PA
	Contracts over $325k: notify Records Managment to post in Public SharePoint	PA
	Contract Management (Stage 6)
*	Save Executed Contarct to Solicitation Folder	PA
*	Save Box Signature Log in Solicitation File	PA
	Issue Notice to Proceed, and/or PO or BPA, copy to AAR	PA
	Create Releases from BPA and send to Supplier as needed	AAR
	If pre-payment requested, complete and route Payment Request Form	AAR
*	Save Notice to Proceed in Solictation Folder	PA
	Closeout in OpenGov	PA
	Complete Contract Information Sheet Form	PA		New contacts only, not for a BPA or PO
*	Save Contract Information Sheet Form in Solicitation Folder	PA
	Email Contract Information Sheet to Contratc Admin	PA
	PRE-PERORMANCE MEETING, IF ANY	PA & AAR
	Post Contract to SharePoint	CA
	Create Contract Header Oracle	CA
	Manage deliverables, performance and payment	AAR or as designated by ES. Enterprise contracts to be managed by PA.
	Conduct Business reviews, as needed	AAR
	Document poor performace, as needed	AAR

&P/&N Printed: &D &T

SS SGS Folder CheckList

FOLDER ITEMS

Items in red are added by the Compliance Coordinator

FOLDER NAME	DOCUMENT	FILE NAME
0. 23-999-SGS - Preparation	Task List	23-999-SGS - Task List
	AAR's Bond response	Save Email
	Completed Risk Assessment Form	23-999-SGS - Risk Assessment
	AAR and FIN response to Pre-payment if any	Save email
	Completed Workflow	23-999-SGS - Workflow

1. 23-999-SGS - Documentation	Notice of Intent to Award a Single Source Procurement	23-999-SGS - Notice of Intent
	Executive Summary from OpenGov	23-999-SGS - Notice Summary
	Quote (final version only)	23-999-SGS - Quote
	Cert of Insurance	23-999-SGS - Insurance
	Risk's confirmation of Cert of Insurance	Save email
	Bond	23-999-SGS - Bond
	Signed Supplementary Agreement (final executed version)	23-999-SGS - Supplementary Agreement
	Box Signature Log	23-999-SGS - Supplementary Agreement Signature Log
	Notice To Proceed	23-999-SGS - Notice to Proceed
	Contract Information Sheet	23-999-SGS - Contract Information Sheet

2. 23-999-SGS - Approvals	PC Memo	23-999-SGS - PC memo
	PC Agenda	23-999-SGS - PC Agenda
	PC Minutes	23-999-SGS - PC Minutes
	Board Memo	23-999-SGS - Board Memo
	Board Agenda	23-999-SGS - Board Agenda
	Board Minutes	23-999-SGS - Board Minutes

OEC Plan

TASK LIST FOR OEC PROCUREMENTS

PURCHASING AGENT:	AAR: Authority's Authorized Representative (End-User Dept.'s Representative); CA: Contract Administrator;
SOLICITATION #:	CC: Compliance Coordinator; CEO: Chief Executive Officer; CFO: Chief Financial Officer; ES: Executive Sponsor
END-USER DEPT:	FIN: Finance's Representative; LC: Legal Counsel; PC: Procurement Committee Members;
ESTIMATED COST:	RM: Risk Mgt; SBD: Small Business Development's Reprenentative; SRT: Staff Review Team; SUP: Supplier;
REQUISITION #:

		Responsibility of:	Due by:	Notes:
	Obtain Quote or create 100% Scope	AAR
	Create Requisition in Oracle, attach Scope or Quote	AAR
	Procurement Start Date	---
	Get Soliciation # from log, and start folder on F Drive	PA
	Add procurement to Agent's Status Report	PA
*	Complete Task list, save to Folder and send to AAR	PA
	Confirm requisition in Oracle, make sure it's assigned to you (PA)	PA
*	Save Copy of OEC in Solicitation Folder and in OEC Folder if not already there	PA
	Confirm OEC is not expired	PA
	Complete Risk Assesment Form and send Form + Quote-/Scope to risk.mgmt@goaa.org	PA		Only if services are rendered on GOAA property
	If quote not provided by AAR, request OEC quote	PA
*	Confirm with AAR if Bond is needed, save AAR's response to Solicitation Folder	PA
	Risk Management to Complete Risk Assessment Form, email back to PA	RM
*	Save completed Risk Assessment Form in Solicitation Folder	PA
	Request Insurance from Supplier	PA
	Supplier to prepare quote, send to PA	SUP
	Ensure freight terms, payment terms are clear on quote	PA
	Verify that discount received is in accordance with OEC	PA
	Ensure quote is valid until at least 1 week after final approval	PA
	Ensure quote references the OEC Contract #	PA
*	Save final quote in Solicitation Folder	PA
	If the Supplier wants to change Terms, or additional T&Cs, send to Legal	PA
	If any pre-payment is requested, ask approval from ES and FIN	PA		If pre-payment us under <10k ask Elsie Alfonso, if over ask Marie Dennis in Finance.
*	Save pre-payment approvals in Solictation Folder	PA
	Provide Insurance to Risk to review	PA
	Risk's Confirmation of Insurance, send to PA	RM
*	Save Risk's confirmation in Solicitation Folder	PA
	Complete legal review of T&Cs, if any	LC
	IF UNDER $250k: create PO, send to Supplier and AAR	PA
	If pre-payment requested, complete and route Payment Request Form	AAR
	IF OVER $250k:
	Create Procurement Committee Memo Draft, email to pcagendaitems@goaa.org	AAR
	Edit Procurement Committee Memo Draft as needed	PA
	Start Workflow in Sharepoint for PC Memo	PA		Add End-User, Budget, Small Business, Purchasing Manager, then End-User again
	Complete memo updates	AAR		GOAANet Home/Meetings/Committees/Proc. Committee 0_Workflow Folder
	Budget to complete review	FIN
	Small Business to complete review	SBD
	Purchasing Manager to complete review	PM
	Complete final review, move file to Pre-Agenda Folder	AAR
	Create PC Agenda	CC
	PRE-AGENDA MEETING	PA, AAR AND CC
	Make changes to PC memo as needed, move to Final Agenda Folder on Sharepoint	AAR
	Post Procurement Committee Agenda to GOAA's website	CC
	Post Procurement Committee Agenda as "Notice" to OpenGov	PA		Normally issued on the Thu or Fri before PC meeting
	PROCUREMENT COMMITTEE DATE	PC & PA & AAR
*	Save Committee Agenda and Memo to Solicitation File	PA
	Start Contract document preparation	PA
	Send Contract draft to Supplier to review T&Cs	PA
	Supplier's legal review confirmed	SUP
	Request Supplier to submit Bond, if any	PA
	Draft Board memo + request Finance Form	AAR
	Complete Finance Form	FIN
	Send Board memo to PA once drafted	AAR
	Add Board memo draft to SharePoint for review by VPP	PA
	Review of Board Item, make changes as needed	VPP
	Notify AAR once VPP approved	PA
	Draft Board Agenda and drop to _Drop Folder	AAR		GOAANet Home/Meetings/Committees/ 0_Drop Folder
	Confirm that Department uploaded Draft Board Memo by deadline	PA
	APPEAL PERIOD END DATE	---
	BOARD ITEM SUBMITTAL DEADLINE (9 AM)	---		Completed by End User, may need assistance
	BOARD PRELIMIARY AGENDA REVIEW MEETING	PA & AAR
	BOARD FINAL AGENDA REVIEW MEETING	PA & AAR
	Post Board Agenda and Memo as a "Notice" in OpenGov	PA		Post AFTER it's posted to the GOAA website
*	Save Board Agenda and Memo to Solicitation Folder	PA
	BOARD MEETING	---
	Supplier to provide Required Documents (Bond [physical document])	SUP
*	Save of Copy of Bond to Solictation Folder	PA
	Provide original Bond to Contract Admin	PA
	Send Contract draft to Contract Admin for ADA review	PA
	ADA Compliance Review, send back to PA	CA
	Complete Contract document, upload for Box	PA
	Box - Supplier e-signature of Contract	SUP
	Box - GOAA Legal Review (by Paralegal)	LC
	Box - GOAA Legal Review (by Attorney) and Stamp	LC
	Box - Chief Financial Officer's Admin Approval	CFO
	Box - Chief Financial Officer Approval	CFO
	Box - Contract Execution by CEO	CEO
	Contracts under $325k: notify CA to post in SharePoint	PA
	Contracts over $325k: notify Records Managment to post in Public SharePoint	PA
	Contract Management (Stage 6)
*	Save Executed Contarct to Solicitation Folder	PA
*	Save Box Signature Log in Solicitation File	PA
	Issue Notice to Proceed, and/or PO or BPA, copy to AAR	PA
	Create Releases from BPA and send to Supplier as needed	AAR
*	Save Notice to Proceed in Solictation Folder	PA
	If pre-payment requested, complete and route Payment Request Form	AAR
	Complete Contract Information Sheet Form	PA		New contacts only, not for a BPA or PO
*	Save Contract Information Sheet Form in Solicitation Folder	PA
	Email Contract Information Sheet to Contratc Admin	PA
	PRE-PERORMANCE MEETING, IF ANY	PA & AAR
	Post Contract to SharePoint	CA
	Create Contract Header Oracle	CA
	Manage deliverables, performance and payment	AAR or as designated by ES. Enterprise contracts to be managed by PA.
	Conduct Business reviews, as needed	AAR
	Document poor performace, as needed	AAR

&P/&N Printed: &D &T

OEC Folder CheckList

FOLDER ITEMS

Items in red are added by the Compliance Coordinator

FOLDER NAME	DOCUMENT	FILE NAME
0. 23-999-OEC - Preparation	Task List	23-999-OEC - Task List
	AAR's Bond response	Save Email
	Completed Risk Assessment Form	23-999-OEC - Risk Assessment
	AAR and FIN response to Pre-payment if any	Save email

1. 23-999-OEC - Documentation	Copy of OEC	23-999-OEC - OEC Contract
	Quote (final version only)	23-999-OEC - Quote
	Cert of Insurance	23-999-OEC - Insurance
	Risk's confirmation of Cert of Insurance	Save email
	Bond	23-999-OEC - Bond
	Signed Supplementary Agreement (final executed version)	23-999-OEC - Supplementary Agreement
	Box Signature Log	23-999-OEC - Supplementary Agreement Signature Log
	Notice To Proceed	23-999-OEC - Notice to Proceed
	Contract Information Sheet	23-999-OEC - Contract Information Sheet

2. 23-999-OEC - Approvals	PC Memo	23-999-OEC - PC memo
	PC Agenda	23-999-OEC - PC Agenda
	PC Minutes	23-999-OEC - PC Minutes
	Board Memo	23-999-OEC - Board Memo
	Board Agenda	23-999-OEC - Board Agenda
	Board Minutes	23-999-OEC - Board Minutes

PO Attachments in Oracle

	PO ATTACHMENTS IN ORLACLE
	Items in Blue are added by the Compliance Coordinator
	On Header
To Supplier / Short text:	(edit as needed)

Folder #: _____________

Coordinate delivery with: insert AAR's name and phone #

Electronic delivery, if any, to: insert name and email. Only complete for electronic delivey such as software licenses. Please include the PO# in the subject line (preferably) or in the body of the email.

Delivery/Warehouse Contact: Howard White (407-825-2691) or Marcio Cicarini (407-825-2150) Warehouse Operating Hours: Monday-Friday 7:30 AM - 3:30 PM. Closed for lunch: 12:00 PM-12:30 PM

Mark all boxes/crates/invoices/packing slips, etc...: PO: [Add PO#] / [Add Project # if applicable]

This expenditure was recommended for approval by the ___________ Committee on ________, agenda item 11. The Aviation Authority Board approved the recommendation on _________, new business agenda item ______.

Single Source (SGS-_____) Public Posting: _____ through _______, CEO Approval Date: ____________.

Terms, conditions and pricing in accordance with Contract # _______________________, expiring on _____________.

Payment Terms: add is other than Net30 Deposit: add if any, delete if none

	On Header
To Approver / File	Response (awarded Supplier only) or Quote

Bidtab, if any Board Agenda and Memo if any. (Minutes will be added by CC once available) Committee Agenda and memo (Minutes will be added by CC once available) The OEC, if any. At least a screenshot showing validity SGS/SS Workflow, if any SGS/SS Notice, if any Proof of Advertisement (Affidavit), if any

Calendars

PROCUREMENT COMMITTEE DATES AND CORRESPONDING BOARD DATES
DATE OF PC MEETING	SUBMISSION DEADLINE	PRE-AGENDA DEADLINE	PRE-AGENDA MEETING	FINAL DEADLINE	DATE OF BOARD MEETING	9 AM - DEADLINE FOR BOARD ITEMS	PRELIMINARY AGENDA REVIEW	9 AM - DEADLINE FOR REVISED ITEMS	FINAL AGENDA REVIEW
01/01/20	12/11/19	12/18/19	12/20/19	12/21/19	01/16/20	01/01/20	01/02/20	01/03/20	01/04/20
01/08/20	12/18/19	12/26/19	01/01/20	01/02/20	02/20/20	02/04/20	02/05/20	02/07/20	02/08/20
01/22/20	01/01/20	01/08/20	01/11/20	01/15/20
01/29/20	01/08/20	01/15/20	01/21/20	01/22/20
02/05/20	01/15/20	01/22/20	01/28/20	01/29/20	03/19/20	03/03/20	03/04/20	03/06/20	03/07/20
02/12/20	01/22/20	01/29/20	02/04/20	02/05/20
02/26/20	02/05/20	02/12/20	02/18/20	02/19/20
03/04/20	02/12/20	02/19/20	02/25/20	02/26/20	04/16/20	03/31/20	04/01/20	04/03/20	04/04/20
03/11/20	02/19/20	02/26/20	03/03/20	03/04/20
03/25/20	03/04/20	03/11/20	03/17/20	03/18/20
04/01/20	03/11/20	03/18/20	03/24/20	03/25/20	05/14/20	04/28/20	04/29/20	05/01/20	05/02/20
04/08/20	03/18/20	03/25/20	03/31/20	04/01/20
04/22/20	04/01/20	04/08/20	04/14/20	04/15/20
04/29/20	04/08/20	04/15/20	04/21/20	04/22/20	06/18/20	06/02/20	06/03/20	06/05/20	06/06/20
05/06/20	04/15/20	04/22/20	04/28/20	04/29/20
05/20/20	04/29/20	05/06/20	05/12/20	05/13/20
05/27/20	05/06/20	05/13/20	05/19/20	05/20/20
06/03/20	05/13/20	05/20/20	05/27/20	05/28/20	08/20/20	08/04/20	08/05/20	08/07/20	08/08/20
06/10/20	05/20/20	05/27/20	06/02/20	06/03/20
06/24/20	06/03/20	06/10/20	06/16/20	06/17/20
07/01/20	06/10/20	06/17/20	06/23/20	06/24/20
07/15/20	06/24/20	07/01/20	07/07/20	07/08/20
07/22/20	07/01/20	07/08/20	07/14/20	07/15/20
07/29/20	07/08/20	07/15/20	07/21/20	07/22/20
08/05/20	07/15/20	07/22/20	07/28/20	07/29/20	09/17/20	09/02/20	09/03/20	09/04/20	09/05/20
08/12/20	07/22/20	07/29/20	08/04/20	08/05/20
08/26/20	08/05/20	08/12/20	08/18/20	08/19/20
09/02/20	08/12/20	08/19/20	08/25/20	08/26/20	10/15/20	09/29/20	09/30/20	10/02/20	10/03/20
09/09/20	08/19/20	08/26/20	09/02/20	09/23/20
09/23/20	09/02/20	09/09/20	09/15/20	09/16/20
09/30/20	09/09/20	09/16/20	09/22/20	09/23/20	12/10/20	11/24/20	11/25/20	11/26/20	12/01/20
10/07/20	09/16/20	09/23/20	09/29/20	09/30/20
10/21/20	09/30/20	10/07/20	10/13/20	10/14/20
10/28/20	10/07/20	10/14/20	10/20/20	10/21/20
11/04/20	10/14/20	10/21/20	10/27/20	10/28/20
11/11/20	10/21/20	10/28/20	11/03/20	11/04/20
11/18/20	10/28/20	11/04/20	11/10/20	11/11/20
11/25/20	11/04/20	11/11/20	11/17/20	11/18/20
12/16/20	11/25/20	12/02/20	12/08/20	12/09/20
Days shift due to Holiday

Risk Assessment Form RISK ASSESSMENT FOR INSURANCE REQUIREMENTS - Purchasing

Section I: To Be Completed by Purchasing

	Date Submitted
Purchasing Agent (Requestor)

Brief Description of Services Solicitation #

N Will Contractor or its sub, agent, or rep occupy, rent, or maintain GOAA property? Estimated Award Amount

Where will contractor perform work? N/A Estimated Publish Date

___ Landside or ____ Airside or ____ Both

N	Contract includes current insurance template from Risk Mgmt.		Detailed Scope of Services must be attached
		If no, attach proposed language.	Previous Risk Assessment (if applicable) must be attached

Section II: To Be Completed by Risk Management
	Risk Only:
Phase 1: Risk Assessment & Insurance Requirements	Phase 2: Review of Insurance Language in Solicitation

Date Received Date Final Solicitation Reviewed

Commercial General Liability		Y / N	Agreement matches Ins. Reqmts in Phase 1
	$1,000,000 each occurrence - Non-AOA access/OEA	Y / N	Template Insurance Language being used

$5,000,000 each occurrence - AOA access @ OIA	Risk Type Based on Final Review
	(specify reason for change)
- Other

Auto Liability
	$1,000,000 each occurrence - Non-AOA access/OEA
		Assessment performed by	Date
	$5,000,000 each occurrence - AOA access @ OIA
		Comments/Notes:
	- Other

Workers Compensation & Employers Liability
	WC: Florida Statutory Limits

EL: $100k/$100k/$500k

- Other

Professional Liability		Phase 3: Review of Certificate of Insurance
	- each claim

Cyber/Privacy Liability Date COI Received

			Date of Notice of Award
Environmental/Pollution Liability
	Y / N	COI matches Phase 1 Ins. Reqmts

Other Coverages Required: Y / N Additional Insured

	Y / N	Acceptable SIR/DED
Risk Type based on Initial Assessment
	Y / N	Modifications
		If yes, attach completed form

Risk Mgmt. Risk Assessment Performed By Risk Management Review of COI By

Date Returned to Purchasing Date Returned to Purchasing for data upload into COI tracking system

RM Form # 1130_P v.12.2020

RFP Timeline

ID	Task	Duration	Start	Finish
1	Project Name	304	Tue 03/14/17	Fri 01/12/18
2	Spec Received from AAR	37	Thu 04/20/17	Sat 05/27/17
3	Board Notification	0	Tue 04/18/17	Tue 04/18/17
4	Pre-Document Review	45	Tue 05/30/17	Fri 07/14/17
5	Risk Assessment by Risk Manger	5	Thu 06/01/17	Tue 06/06/17
6	MWBE/LDB Review by SBO	5	Thu 06/01/17	Tue 06/06/17

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Jun 23, 2026.