Handbook No. 7460.8 REV 2
APPENDIX 2. PROCUREMENT FILE CHECKLIST
The following table lists the types of documentation that generally should be included in the
contract file for each procurement. Note, however, that the circumstances of each procurement
will dictate the documentation required. For example, an RFP for Property Management Services
would not necessarily require a separate cost analysis if there were an ample number of price
proposals and the costs (management fees) were within the range established in the ICE.
Similarly, for small purchases, the issuance of a purchase order will likely serve as a Notice to
Proceed; however, for some very technical services acquired under small purchases, the PHA
might want to hold a post-award meeting and then issue a Notice to Proceed. In all, the contract
file should contain all significant documentation relating to the specific procurement. Any shaded
item would generally not apply for that type of purchase.
Item |
Micro Purchase
|
Small Purchase
|
Sealed Bid
|
Competitive Proposals
|
Non- Competitive Proposals |
Pre-Solicitation |
|
|
|
|
|
Independant Cost Estimate |
|
|
|
|
|
Individual Procurement Plan |
|
|
|
|
|
Rationale for Contract Method (if not apparent) |
|
|
|
|
|
Rationale for Contract Type (if not apparent) |
|
|
|
|
|
Evaluation Plan |
|
|
|
|
|
|
|
|
|
|
|
Solicitation |
|
|
|
|
|
Sources (mailing lists, advertisements, etc.) |
|
|
|
|
|
Solicitation Notice and Amendments |
|
|
|
|
|
IFB/RFP |
|
|
|
|
|
Notes of Pre-Bid/Proposal Conferences |
|
|
|
|
|
IFB/RFP Correspondences |
|
|
|
|
|
Record of Bids/RFPs Requested |
|
|
|
|
|
Quotes, Bids or Proposals Received |
|
|
|
|
|
Justification for Other than Full/Open Competition |
|
|
|
|
|
  |
|
|
|
|
|
Evaluation |
|
|
|
|
|
Bid Opening |
|
|
|
|
|
Evaluation Panel Disclosures and Ethics Statement |
|
|
|
|
|
Technical Evaluation |
|
|
|
|
|
Price Evaluation |
|
|
|
|
|
Competitive Range Determinations |
|
|
|
|
|
Evaluation Report |
|
|
|
|
|
Memo of Negotiation and Selection Decision |
|
|
|
|
|
Pre-award Survey and Responsibility Determinations |
|
|
|
|
|
|
|
|
|
|
|
Award |
|
|
|
|
|
a-18
2/2007
_____________________________________________________________________________________
Handbook No. 7460.8 REV 2
Contract and Award Documents |
|
|
|
|
|
Notification to Unsuccessful Bidders |
|
|
|
|
|
Appeals (all correspondence) |
|
|
|
|
|
|
|
|
|
|
|
Post-Award and Contract Administration |
|
|
|
|
|
Insurance and Bonding Requirements |
|
|
|
|
|
Records of Post-Award Conferences |
|
|
|
|
|
Notice to Proceed |
|
|
|
|
|
Contract Modifications and Supporting Documentation |
|
|
|
|
|
Receiving Reports |
|
|
|
|
|
General Contract Correspondence |
|
|
|
|
|
Payment Record/Documentation |
|
|
|
|
|
Inspections and Field Reports |
|
|
|
|
|
Completion Certificate |
|
|
|
|
|
a-19
2/2007
_____________________________________________________________________________________
|