Procurement Checklist

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)