Solicitation_Review_Checklist_Bunker_Gear_Services_EB.pdf

Solicitation Review Checklist

Solicitation Title:

Solicitation Type: □SMS □Bid Discount □Goal Set □ITB □RFP

□RFQ □RFI □Other:

Department Budget Amount:

Department(s): Department(s) Point of Contact:

Buyer Name: Peer Reviewer Name:

Date: Date:

Buyer

All Solicitation Types Below Items Are Applicable to All Solicitation Types

Peer

1□ Scope/specification provided by end-user is detailed and covers all necessary aspects of good/service. □

2□ The document avoids use of vague words, scope, and specifications. □

3□ Solicitation complies with all relevant regulations, laws, policies (federal grant guidelines, awardee licensing requirements, etc.), and federal provisions are included (if applicable). □

4□ Appropriate sheltered market solicitation (SMS), bid discount, ban the box, etc. overlay is consistent throughout or removed if not applicable. □

5□ □N/A Mandatory requirements are clearly defined and captured in bidder’s checklist (such as licensing, certifications, years of experience – references, etc.) and are note restrictive. □

6□ □N/A Timeline of events is reasonable and justified (newspaper ad., Q&A period, pre-bid, site visit, acquiring insurance certificates, bid opening, etc.). □

7□ □N/A Pre-bid and site visit information is clearly defined and consistent throughout document, and if mandatory, is justified and reasonable. Management approval via OpenGov is required for solicitations where a mandatory pre-bid and/or site visit is required.

Date of management approval:

8□ Cost/pricing schedules, bid sheets, etc. are consistent with scope/specification and adequately account for things such as labor, materials, mobilization, freight, optional items, ongoing maintenance, licensing, etc.

9□ □N/A Quality standards (if any) are clearly defined and enforceable, such as ISO certifications or industry-specific quality control measures. □

10□ The term of award is clearly defined, including options to renew, is realistic, and in-line with industry standards/norms – term is multi-year where possible. If one-time purchase, it is clearly identified as such and consistent throughout document.

11□ □N/A Insurance provisions have been added/removed as appropriate. If needed, Risk / Insurance has reviewed the scope and provided the requisite insurance requirements. □

12□ Acronyms are spelled out in the following format in first mention: American Water Works Association (“AWWA”); subsequent mentions use acronym, e.g., AWWA. □

13□ Capitalized terms are defined in the document, and capitalization of terms is used consistently throughout document □

14□ Use of terms are consistent throughout document, e.g., bidder, offeror, contractor, etc. and are not used interchangeably. Definitions of such are included. □

15□ Sizeable blank spaces in the document have been clearly identified as being intentionally left blank in order to avoid causing confusion and leading readers to believe information may have been cut off.

16□ “Ban the Box” (Bidder’s Criminal History) references have been taken out – Ban the Box is only applicable to procurements >$100k annually, may also be removed per user Department request. Management approval is required if Department requests removal of Ban the Box.

Date of management approval:

17□ □N/A The City’s responsibilities and roles vs. vendor’s responsibilities and roles are clearly stated and outlined, avoiding any vagueness, ambiguity, and contradiction. □

18 THE FOLLOWING HAVE BEEN CHECKED FOR CONSISTENCY AND ACCURACY WITHIN THE DOCUMENT:

□ Font type (system default)

□ Font size (14 or 16)

□ Font color/highlighting

□ Attachment/Exhibit sequencing

□ Paragraph justification and indentation (lines up, consistent spacing)

□ Paragraph/Section numbering

19□ The specifications/scope of work have been reviewed from a supplier’s perspective to ensure it is not a restrictive document that can give the perception of collusion or undermining open and fair competition.

20□ The document is coherent and follows a logical sequence; avoids redundancy or dividing/addressing a single topic/content/deliverable/etc. among multiple sections, requiring users to jump back and forth within the document to identify scope/specs., submittal requirements, etc.

21□ The appropriate solicitation template was used, and if SMS, the “Private Bid” setting has been toggled ‘on’.

22□ All hyperlinks provided in the document are functioning as intended and direct readers to the appropriate website. □

RFPs, RFQs, RFIs, etc.

Items Below are Applicable to RFPs, RFQs, RFIs or As Otherwise Deemed Appropriate

23□

Evaluation criteria captures technical and qualitative requirements. □

24□ Cost structure/pricing schedule clearly defines compensation such as fixed-price, time and materials, cost reimbursable, milestone, progress payments, etc. □

25□ There are no contradictions or duplications in the instructions for proposal format, including required sections/documentation (executive summary, technical approach, qualifications, references, etc.).

26□ □N/A The document has taken negotiation, BAFO, and clarification into account and if applicable, have been clearly defined in the document. If COT Agreement or PO only, this is clearly stated in the document.

27□ The table of contents is accurate and documents all sections, attachments, appendices, exhibits, etc. in the solicitation. □

Q&A

1. Question: Where can this form be found?

Answer: This form can be found on the K drive through the following file path: K:\CONTRACTS -

FY2024\BID FORMATS\2024 - GETALL Formats

2. Question: What is the purpose of the checklist?

Answer: The purpose of this checklist is to provide a standardized tool for reviewing solicitation documents (ITBs, RFPs, RFQs, Quotes), to ensure consistency, clarity, and fairness in the procurement process. It helps ensure that solicitation documents meet regulatory requirements, promote open competition, clearly communicate the department's needs to potential vendors, and uphold our quality standards/expectations.

3. Question: When should I use the checklist?

Answer: Use this checklist when preparing or reviewing all solicitation documents before they are released or submitted to Management for review. It serves as a guide to ensure that all necessary components are included in the document and that it aligns with our expectations and principles as professional public purchasing staff.

4. Question: How do I use the checklist?

Answer: Simply go through each item on the checklist and verify whether the solicitation document meets the criteria outlined and have your peer reviewer do the same. If any item is not addressed or needs improvement, make the necessary revisions or comments before finalizing the document and releasing or submitting for Management review.

5. Question: Why is it important to follow this checklist?

Answer: Following this checklist helps ensure that solicitation documents are thorough, clear, and conducive to fair competition. It helps minimize the risk of misunderstandings or disputes with vendors and increases the likelihood of successful contract outcomes.

6. Question: Can I add to the checklist for a specific procurement?

Answer: Yes, you can add to the checklist to suit the specific requirements of each procurement project. While the items on the checklist provide a thorough guide, you may need to add or modify certain criteria based on the unique characteristics of the project you’re working on.

7. Question: What should I do if I have questions or need clarification on any item in the checklist?

Answer: If you have questions or need clarification on any item in the checklist, don't hesitate to reach out to your Manager for assistance. It's important to ensure that the solicitation document meets all necessary requirements and standards before it is released to potential vendors.

8. Question: How does using this checklist benefit the procurement process?

Answer: Using this checklist promotes consistency, transparency, and fairness in the procurement process. It helps ensure that solicitation documents are well-prepared and clearly communicate the City’s needs to potential vendors, ultimately leading to better competition and more successful contract outcomes. It also alleviates the delays that are caused by our existing review process which relies heavily on Management.

9. Question: What if the estimated value of the procurement was expected to be under the Council threshold, but upon unsealing the responses received, the value is over the Council threshold?

Answer: Management will review your completed checklist, the solicitation document, including addenda, and will QC at that time. A solicitation document that is low quality with notable deficiencies, errors, omissions, grammatical and spelling errors, formatting irregularities, etc. will need to be cancelled and rebid following Management review.

10. Question: What if the estimated value of the procurement is under but close to the $100k mark, should the “Ban the Box” provisions be removed?

Answer: No, “Ban the Box” should not be removed. In the event the eventual award is over the $100k mark your solicitation will be covered because the required “Ban the Box” verbiage was included, which saves you the trouble of having to rebid.

11. Question: Can I use the checklist in lieu of Management review, for solicitations >$100k or w/ signed agreement, if there is a major time constraint?

Answer: No. The purpose of this checklist is to allow Analysts and Specialists to take ownership and accountability for procurements under $100k without an agreement, and to reduce the delays caused by the existing review procedure. Please discuss your time constraints with Management so that your project can be properly expedited.

12. Question: How do I route this document during peer and Management review?

Answer: This document must be routed through the eprocurement software as you invite collaborators to review the solicitation. This document must be attached as an internal document so that reviewers may access, download, fill out, and re-upload as needed.

13. Question: What do I do with this form once it’s completed?

Answer: Please keep together with the file in the eprocurement software so that it is readily available if/when requested or needed. This checklist will need to be included with PAF and PDT packets after the cover page. Additionally, this checklist will be reviewed by Management for procurements over $100k. A duplicate copy may also be kept in the K drive file for this solicitation.

14. Question: What if even after peer review for a procurement under $100k, I’m unsure whether the final product is good for release?

Answer: Feel free to submit for Management review to address any areas of concern.

15. Question: What is the process for obtaining management approval on Checklist items requiring management review?

Answer: Once Buyer and Peer reviews have been completed, Buyer must add the Procurement Manager as a collaborator via the eprocurement software and include a comment for each section of the solicitation requiring Management review. Details must be clearly provided to Manager explaining the conditions and circumstances for the item requiring management review.

16. Question: Will I need to send all RFPs and RFQs to Legal for review?

Answer: No, solicitations without an agreement do not need Legal review. If a solicitation does have an agreement associated with it, please engage management for guidance – referral to Legal will be determined on a case-by-case basis.

17. Question: Now that we’re in OpenGov, do any of the checklist items go away?

Answer: No, even though the majority of the solicitation development process consists of pre-defined logic and automation within the OpenGov system, there are some sections that do require Buyer information/data entry and input. Moreover, all documents as a whole must always be reviewed to ensure that they meet our quality standards and that any system glitches, errors, or bugs are identified and addressed.

Q&A