RFP/ITB/RFQ # / PROJECT NAME:
Client Name: / TEL #:
Client Department:
TASK PERFORMED / DATE / INITIALS
Specifications Received from Requesting Department
Sole Source / Emergency / Best Value Justification Received (if applicable)
Determine if UTMB Legal review required
Calculate Bid Qty and/or Bid Dollar Estimate
Determine if OGC/BOR approval required:
New Construction, Consulting, A/E ≥ $1,000,000
Minor Construction and Renovation ≥ $1,000,000
Other purchases ≥ $1,000,000
Draft Bid Packet Prepared
Determine if HUB Plan is required (over $100K) , if no: HUB Coordinator Approval
Determine if Bid Bond Required
Determine if Performance / Payment Bonds Required
Supervisor’s Approval of Bid Document
Bid Packet sent to Original Department for Approval
Bid Packet Returned from Department Signed Off
Bid Packet Finalized
Check CMBL Internet for Vendors
Check Previous Year’s Bid Package / Pos for Vendors
Bid Notice Vendor List Completed
Posted on Purchasing Website
Email Copy of Solicitation to Purchasing Bid Clerk and HUB Coordinator
Notice Sent to Vendors
Verify Notices Received
Bid Opening Attendance Sheet Prepared – Bid Open Date:
Bid Opening Tabulation/Evaluation Sheet Prepared
Bids Received / Logged on Register
Put day validity period ends in Outlooks. Set a reminder 14 days before bid validity period ends
Remove Bid from Purchasing website
Vendor Bid List updated to note responses received
HUB Plans Reviewed / Approved by HUB Coordinator
Responses reviewed for conformance to requirements
Vendors notified of Bid Rejection
Bid Tabulation Prepared from bids received from Open/Close Date
Bid Tab / Evaluation Sheets; Bid Copies & Recommendation Sent to Dept.
Sent To:
Verification Vendor not on EPLS Website (Federal Debarred list)
Award Recommendation prepared
Sent to:
Award Recommendation Approved
By:
Contract Entered in Omnicom (if applicable)
Prepare Contract/Agreement or Notice of Award Letter
Sent to Contractor on:
Contract / Award Letter Rec’d from Vendor (if applicable)
Send Updated Vendor Bid List with Award Information to HUB Coordinator
Insurance Certificate Rec’d from Vendor
Performance / Payment Bonds Rec’d from Vendor
State of Texas Disclosure Form completed for Pos/Contracts ≥ $1,000,000
PO Issued
Copy of PO Documents attached in Peoplesoft
Copy of PO Documents attached in Omnicom
Bid Bond returned to Vendor (if applicable)
Award / Non-Award Letters Prepared
Award / Non-Award Letters Mailed / Faxed / Picked up (circle one)
All documents scanned and attached to Omnicom or PO File
Contract Expiration Date entered on Calendar (90, 60 & 30 Day Notice) if applicable
Notes made for File: Lessons Learned
Bid Check List 111209Page 1 of 2