DOCUMENT

MODL - New Bid Assignment Checklist

  • TYPE OF DOCUMENT: MODL - Model, Templates
The document is a Bid Assignment Checklist for renewing bids, quotes, and RFPs. The checklist outlines the steps to be followed 90 days prior to the expiration of a bid/quote/RFP. It includes running an expenditure report based on award dates, sending a reminder of renewal memo to the relevant department(s) with a 5-day deadline, and providing necessary documents such as a renewal memo, expenditure report, bid/quote bid request form, and prior bid board agenda with attachments. Once the department(s) submit the completed bid renewal package to the Purchasing Department, it is forwarded to the Senior Buyer. The Senior Buyer determines the procurement method and issues a Bid Assignment Form, which is then forwarded to the Procurement Clerk. The Procurement Clerk prepares a Bid Folder based on the information on the Bid Assignment Form and forwards it to the assigned Buyer. The Buyer signs the Bid Assignment Form, updates the necessary fields in the Bids database, and places the completed Bid Renewal Package and Bid Assignment Form behind the Bid Request divider in the specified order. The document also includes a section for training purposes, where trainees and instructors can record their information.
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