Solicitation Process: Memo to File Contract Number: 02016 DAIRY, FRESH Step Action/Expectation Who Tool/Tip Scheduled Date Actual Completion Date Comments/Attachments 1 Assign Contracts Specialist to conduct research Team Contracts Specialist: 2 * Research and determine if a master contract is necessary/appropriate Team - - Type: Rebid New Does the market research support a Master Contract? Yes No Number of Customers: Sales Amount : Exceptions Reason (if applicable): 3 Populate a contract number in PCMS and create an electronic folder Procurement Coordinator Contract Number: 4 Do contracts risk assessment Team Risk Level (check one): High Medium Low 5 Determine contract assignment using risk, capacity and team priority Team See data collected in step 1 Contracts Specialist: Connie Stacy 6 Populate contract information in PCMS Procurement Coordinator Replaces Contract Number: Contract Type (all that apply): New Rebid NASPO/ValuePoint Restricted Use 7 * Communicate rebid or new contract and request stakeholder participation: Purchasing Bi-Weekly Bulletin; WACS mailing list, PCMS “web” remark Email top contract users Other Procurement Coordinator - - Tools Used: Broadcast Email WACS Group PCMS Remarks Contract Users Other
8 * Create and manage stakeholder team Procurement Coordinator - - Number of Specific Stakeholders Contacted: Number of Stakeholders Responded: Number of Stakeholders Willing/Able to Participate: Stakeholder Members: Final Team Notes: Meetings and Outcomes: 9 Develop Solicitation Strategy Deal Points to Consider Term Economic Adjustment/Price Award Type Vendor Inclusion: Diverse, Small and Veteran Owned Green Solicitation Type Risk Mitigation Procurement Coordinator - - Term: Economic Adjustment: Yes No Anticipated Award Type (check all that apply): Statewide Regional County Categories Single Vendor Multiple Vendors Cooperative Other: Vendor Inclusion: Diversity, Small and Veteran Considerations: Green Considerations: Solicitation Type (check one): IFB/RFQ RFP RFQQ 10 Review Solicitation Strategy Team Consult with team and receive feedback on the strategy established in step 9 to ensure all points of consideration are covered Notes: 11* Conduct Request for Information (if applicable) Procurement Coordinator Outcomes: 12 Develop solicitation and Bid Tab Procurement Coordinator IFB Template - - Management Fee: % Other Note: Fee changes made with AD approval only Estimated Sales:$4.3 million/year Term: 13* Schedule pre-bid Procurement Coordinator Key Notes: 14 Plan Q&A period Procurement Coordinator Key Notes:
15* Obtain solicitation reviews and revise accordingly Procurement Coordinator - - Stakeholders: Peers: Supervisor: Legal (if Medium or High Risk): 16* Post solicitation to WEBS Procurement Coordinator Solicitation Availability: Commodity Codes: # of Vendors Notified: # of Minority Owned Vendors: # of Women Owned Vendors: # of Minority and Woman Owned Vendors: # of WA Small Business Vendors: # of WA Mini Business Vendors: # of WA Micro Business Vendors: # of Veteran Owned Vendors: 17* Host pre-bid conference Procurement Coordinator Significant Items to Note: # of Companies: # of Stakeholders: 18* Post Q&A Document to WEBS Procurement Coordinator 19 Respond to complaints Procurement Coordinator Complaints: Yes No If yes, how many: Complaint Details: 20* Issue solicitation amendment(s) (if applicable) Procurement Coordinator Solicitation Amendment Template # of Amendments: Summarize Purpose of Amendments: 21* Receive bids Procurement Coordinator Date Solicitation Closed: Format Bids Received: Electronic Hard Copy # of Bids Received: 22 Perform responsiveness check (Admin check) Procurement Coordinator # of Bids Responsive: Any Clarifications/Discussions: 23 Evaluate bids Procurement Coordinator Bid Evaluations Guidelines - - # of Bids Responsible: Any Discrepancies: 24 Notify Rejected Bidders # of Rejected Bidders:
25 Contract negotiation Procurement Coordinator - - Negotiation Topics: 26* Send (MTF to date/bid tab) to Supervisor for review/approval to award Supervisor Supervisor Approval: 27* Send (MTF to date and drafted contract with bid tab) to Signature Authority for review/approval to award Signature Authority Award Approval: 28* Announce Apparent Successful Bidder(s) Procurement Coordinator # of Successful Bidders: # of Unsuccessful Bidders: 29* Conduct debriefs (if requested) Procurement Coordinator Debriefs: Yes No If yes, how many: Requestor Name and Date Held: Notes: 30* Forward Protests (if received) Procurement Coordinator Protest Process Protests: Yes No If yes, how many: Requestor Name and Date Forwarded to Protest Manager : 31* Make announcement of award through WEBS Procurement Coordinator - - Notes: 32* Obtain Signature (Vendor first) Notes: 33* Send contract and award letter to awarded vendors Procurement Coordinator Include Awarded Vendors: 34 Populate remainder of PCMS Procurement Coordinator 35 Prepare and post all documents to portal page Procurement Coordinator 36 Make announcement of award through: Purchasing Bi-Weekly Bulletin; Procurement Coordinator Tools Used: Broadcast Email WACS Group PCMS Remarks Contract Users Other