Solicitation Process: Memo to File Contract Number: 02516 Digital Print and Quick Copy Services 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 This contract is considered High Risk as this is a NASPO ValuePoint Contract. 5 Determine contract assignment using risk, capacity and team priority Team See data collected in step 1 Contracts Specialist: 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 Procurement Coordinator Tools Used: Broadcast Email WACS Group PCMS Remarks Contract Users Other
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 Address Term Economic Adjustment/Price Award Type Vendor Inclusion: Diverse, Small and Veteran Owned Green Solicitation Type Procurement Coordinator Term: 5 Economic Adjustment: Yes No Contractor shall provide the Lead State with manufacturer or mill documentation to verify that price adjustments are being appropriately passed thorough the PA. If either party makes a reasonable determination that the proposed increases are not competitive based upon a review of pricing of the items in the PPI or other public index will be used. Anticipated Award Type (check all that apply): Statewide Regional County Categories Single Vendor Multiple Vendors Cooperative Other: Vendor Inclusion: None 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 10 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: .74% Other Note: Fee changes made with AD approval only Estimated Sales: Term:
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 (TBD): 31* Make announcement of award through WEBS and post in: 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