Procurement Checklist

• Organization/Department Name

• Location
  Address

• Conducted on

  Date

• Prepared by

• Type of Procurement

  Select No bid required At least two written quotes required Bid required

  • No bid required
  • At least two written quotes required
  • Bid required

No bid required

• Written documentation of agency/organization’s informal procurement methods

  Yes

  No

  N/A

• Copy of the price or rate quote

  Yes

  No

  N/A

At least two written quotes required

• Copy of written request for organization to purchase equipment, property, supplies or services $5,001 - $50,000 (edit to specify amount).

  Yes

  No

  N/A

• Copy of Cost Estimate (Prepared prior to getting quotes)

  Yes

  No

  N/A

• Copies Quotes solicited from at least (2) two or more suppliers

  Yes

  No

  N/A

• The quote has clearly and accurately described the technical requirements

  Yes

  No

  N/A

• The project has clearly set for the requirements the vendor must fulfill

  Yes

  No

  N/A

• The project has made positive efforts to utilize disadvantaged business enterprises

  Yes

  No

  N/A

• Documentation of search on debarred or suspended bidders

  Yes

  No

  N/A

• Copy of the cost breakdown for the proposed project

  Yes

  No

  N/A

• Copy of Cost Price Analysis (Prepared after receipt of Quotes)

  Yes

  No

  N/A

• Purchasing Schedule

  Yes

  No

  N/A

• Written notice to proceed (and recommendations) from the organization

  Yes

  No

  N/A

• Copy of the Third Party Contract (with required contract clauses)

  Yes

  No

  N/A

• Written notice for processing changes in purchase orders to the organization

  Yes

  No

  N/A

Bid required

• Copy of written request of the organization to purchase equipment, property, supplies or services $50,001 and above

  Yes

  No

  N/A

• 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

  Yes

  No

  N/A

• Proposed purchase terms, conditions, technical specifications and bid advertisement(s) of the organization

  Yes

  No

  N/A

• Bid requests advertised in at least one newspaper with general daily circulation within the project’s service area

  Yes

  No

  N/A

• Bid requests mailed directly to potential bidders throughout the service area

  Yes

  No

  N/A

• Copy of the Request for Proposal (RFP)

  Yes

  No

  N/A

• Copy of Cost Estimate (Prepared prior to RFP Release)

  Yes

  No

  N/A

• Copy of Cost Price Analysis (Prepared after receipt of Proposals

  Yes

  No

  N/A

• Copy of RFP evaluation of proposal

  Yes

  No

  N/A

• Copy of explanation of the basis for selection of contractor – including evaluation criteria and results of the grantee’s technical evaluation

  Yes

  No

  N/A

• Copy of a list of all proposals received

  Yes

  No

  N/A

• Copy of a cost breakdown for the proposed contract

  Yes

  No

  N/A

• Copy of the bid advertisement

  Yes

  No

  N/A

• Copy of the final bid specifications

  Yes

  No

  N/A

• Written notice to proceed (and recommendations) from the organization (prior to the execution of an agreement between the sub-recipient and the selected bidder)

  Yes

  No

  N/A

• Recommendation(s) made by the project as to bid award

  Yes

  No

  N/A

• Documentation of search on debarred or suspended bidders

  Yes

  No

  N/A

• Copies of the bids submitted along with any pertinent correspondence relating to exceptions to the approved<br>specifications

  Yes

  No

  N/A

• Documentation of agency procedures for processing change orders in equipment purchased

  Yes

  No

  N/A

• Documentation/notice to the organization for change orders (that affect the contract price)

  Yes

  No

  N/A

• Copy of the Third Party Contract (with required federal contract clauses, must be included with all contracts/purchase agreements)

  Yes

  No

  N/A

Completion

• Prepared by: Full Name and Signature

  Sign