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 Contact  Customer Support: 866-526-9266 © Copyright 2024, International eProcurement   
Housing Agency Marketplace - Housing Agency Marketplace
 
Customer Support: 866-526-9266
        

Fri. Mar 29, 2024
09:32 AM UTC
     
 

HUD Procurement Handbook 7460.8 REV 2
This handbook is originally from the U.S. Department of Housing and Urban Development (HUD)



                                                 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

_____________________________________________________________________________________

                                                                                                                 
            
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