BID - RFP File Checklist 2004

The document is a checklist for the preparation, issuance, evaluation, award, and renewal of bids and requests for proposals (RFPs). The document is divided into several sections, each outlining the specific tasks and steps involved in the bidding process. The first section, "Bid Preparation," includes tasks such as file preparation, bid review, and approval by various departments and the purchasing manager. The second section, "Issuing the Bid," involves notifying vendors through postcards and email, updating bid logs and the procurement website, and posting the bid on the bulletin board. The third section, "Pre-Bid Conference," includes recording attendance, taking meeting notes, and distributing them to attendees and potential bidders/proposers. The fourth section, "Addenda," involves preparing and reviewing addendums, emailing them to department representatives, updating bid logs, and posting them on the website. The fifth section, "Evaluation," outlines the process of evaluating all bids, contacting department representatives to discuss results, and creating a file memo that includes evaluation summaries, exceptions, special conditions, and the final recommendation. The sixth section, "Award," includes the approval of the award by the board and ensuring that the vendor has provided the required bonds and insurance. The seventh section, "Contract/Agreement Renewal," covers the process of renewing contracts or agreements. It includes conducting research and justification, negotiating terms with the vendor, and documenting these activities in a file memo. The section also includes the approval of the renewal by the board and ensuring that the vendor has provided the necessary bonds and insurance. Overall, the document serves as a comprehensive checklist for managing the bidding process, from preparation to award and renewal, ensuring that all necessary steps and tasks are completed.