Procurement Checklist
- No bid required
- At least two written quotes required
- Bid required
Written documentation of agency/organization’s informal procurement methods
Copy of the price or rate quote
Copy of written request for organization to purchase equipment, property, supplies or services $5,001 - $50,000 (edit to specify amount).
Copy of Cost Estimate (Prepared prior to getting quotes)
Copies Quotes solicited from at least (2) two or more suppliers
The quote has clearly and accurately described the technical requirements
The project has clearly set for the requirements the vendor must fulfill
The project has made positive efforts to utilize disadvantaged business enterprises
Documentation of search on debarred or suspended bidders
Copy of the cost breakdown for the proposed project
Copy of Cost Price Analysis (Prepared after receipt of Quotes)
Purchasing Schedule
Written notice to proceed (and recommendations) from the organization
Copy of the Third Party Contract (with required contract clauses)
Written notice for processing changes in purchase orders to the organization
Copy of written request of the organization to purchase equipment, property, supplies or services $50,001 and above
Advertising for competitive bids once a week for (2) consecutive weeks in a regular newspaper (published in the county or municipality in which such agency or governing authority is located
Proposed purchase terms, conditions, technical specifications and bid advertisement(s) of the organization
Bid requests advertised in at least one newspaper with general daily circulation within the project’s service area
Bid requests mailed directly to potential bidders throughout the service area
Copy of the Request for Proposal (RFP)
Copy of Cost Estimate (Prepared prior to RFP Release)
Copy of Cost Price Analysis (Prepared after receipt of Proposals
Copy of RFP evaluation of proposal
Copy of explanation of the basis for selection of contractor – including evaluation criteria and results of the grantee’s technical evaluation
Copy of a list of all proposals received
Copy of a cost breakdown for the proposed contract
Copy of the bid advertisement
Copy of the final bid specifications
Written notice to proceed (and recommendations) from the organization (prior to the execution of an agreement between the sub-recipient and the selected bidder)
Recommendation(s) made by the project as to bid award
Documentation of search on debarred or suspended bidders
Copies of the bids submitted along with any pertinent correspondence relating to exceptions to the approved
specifications
Documentation of agency procedures for processing change orders in equipment purchased
Documentation/notice to the organization for change orders (that affect the contract price)
Copy of the Third Party Contract (with required federal contract clauses, must be included with all contracts/purchase agreements)