FORMS - AJUSD



FORMS

“…A document with blank spaces to be filled in with particulars before it is executed.”

Where would we be without forms?

This page is a resource to help you get the necessary information you need to do your work.

The forms attached are examples submitted by individuals in GPPCS/SAVE.

If you have any forms you would like to share with the larger GPPCS/SAVE community, please send to kfinn@ and it will be added to this file. You can submit them with or without company logo or contact name.

Thanks!

Contractor Performance Report

Contractor Name:

Contract Description:

Contract Number:

Term Status:

The above referenced contract will expire soon. Renewal periods are available to extend this contract if you deem it appropriate. In order to provide more structure to the renewal decision, please complete the supplier score card referenced below. Please know this is a public document and should be used to provide honest, accurate, and appropriate feedback that will be shared with contractors in a cooperative manner to recognize great performance or to encourage improvement where necessary. Circle the appropriate grade and include any comments you feel appropriate.

The grading scale: A = Exceeds Standards, B = Meets Standards and C = Below Standards

|Criteria |Grade |Comments |

|Contract personnel | | |

|responsiveness/cooperation and availability |A B C | |

|Overall quality of products or services | | |

|delivered |A B C | |

|Timeliness of performance | | |

| |A B C | |

|Quality of follow-up skills in resolving | | |

|complaints or problems brought to |A B C | |

|contractor’s attention | | |

|Firm’s promptness in submitting accurate | | |

|invoices that reflected contract rates |A B C | |

General Comments _____________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Do you wish to renew this contract? Yes_______ No______

Name of Authorized Individual: _______________________________ Date: ______

CHECKLIST FOR COMPLETING BID/RFP PACKAGES

________ Type in current date on the first page of Bid/RFP package.

________ Schedule pre-bid and bid opening meetings/verify dates on appropriate calendars. Send invites to Procurement Officer and end-user.

________ Spell check Bid/RFP package, format, numbering, convert to pdf.

________Check Table of Contents & verify all page number’s are correct and any additional page inserted.

__________ Check Bid Title, Bid Number, Bid due Date & Time and Bid Open Date & Time and Pre-Bid date & time in all sections for accuracy.

_________ Set-up two folder, one classification folder & one used manila folder. The used manila folder will hold the bid tabulation sheet.

________ Type labels for the folders; Red for Bids/RFP’s.

________ Type Advertisement page. Advise once. E-mail Advertisement to the Republic Legal Ad’s. legal.advertising@. Keep copy of sent e-mail and received reply e-mail from Republic and place in bid file.

________ Fill out Sign-in Sheet for Pre-Bid conference and Bid Opening, ITB Flyer, and Bid Tabulation Sheet.

________ Enter Bid/RFP information into BuySpeed. Select codes and send email notifications.

________ Print mailing list of Vendors notified. Keep in file.

________ CHECK THE PERVIOUS BID/RFP FILE FOR VENDORS THAT SUBMITTED A BID LAST TIME. Check to see if part of original notification list, and check with the Procurement Officer to see if any other company needs to be notified.

________ Attach Bid/ RFP in Buy Speed Online.

________ Get a printing account number from Requesting User for printing of Bid/RFP packages and flyers.

________ Fill out Duplicating Request for ITB Flyer (if applicable). Special instruction “tri-fold”, label, and mail. Pull pink copy and keep in the classifications folder.

________ Fill out Duplicating Request for Bid/RFP package (if applicable). Pull pink copy and keep in classification folder.

________ Mail flyers. If there are less than 100 flyers, use round tab labels to close the flyer. If there are over 100 flyers, then give them to Administrative Services to label and mail out.

________ Post flyer on the Bulletin Board.

________ Send Requesting User a copy of bid package; and copy to Procurement Officer.

________ Give flyer to Purchasing Assistant to add to the Internet / Intranet.

SOLICITATION NO.:_____________ TITLE: _____________________________________________________________

SOLICITATION DUE DATE ANDTIME: ________/_______/________ @ __________:______________ (Arizona Time)

ACCOUNT CODE ___ ___ ___ - ___ ___ ___ - ___ ___ ___ ___ - ___ ___ ___ ___ - ___ ___ ___ - ___ ___ ___ - ___ ___

CONTRACT TYPE: ONE TIME OR ANNUAL OR MULTI-TERM (CIRCLE ONE)

INITIAL CONTRACT TERM (IF APPLICABLE): _______________________ THROUGH _______________________

TOP OF FILE

[pic] Check Off List for Solicitation Folder

Section A – CONTRACT FILE

[pic] Price Escalation Documentation ____________ ____________ ____________ ____________ (Dates of Approval)

[pic] Renewal Letters ____________ ____________ ____________ ____________ (Dates of Renewal)

[pic] Purchase Order/s (Most Recent on Top)

[pic] Insurance Certificates

[pic] Contracts, Performance Bonds

[pic] Correspondence RE: Contract (Dated Recent on Top)

[pic] Award Letter(s) w/Offer and Acceptance Signed

[pic] Notice of Award Letters to Unsuccessful Vendor(s)

[pic] Successful Award Page from AZP

[pic] Return of Bid Bond(s)-(Copies Retained)(R7-2-1111)

[pic] Board/Director of Purchasing Approval

[pic] Agenda Item for Award Including Excecutive Summary

Section B – EVALUATION OF OFFERS

[pic] Written Determination for Mistakes in Bids (R7-2-1030)

[pic] Written Determination of Non-Responsibility (R7-2-1075)

[pic] Written Determination for Multiple Award (Items 7(a)(6) and 7(b)(10) of the USFR Compliance Questionnaire)

[pic] Written Determination for Only 1 Offer Received (R7-2-1032 & R7-2-1045(C))

[pic] Written Determination for Additional Discussions/Best & Final (R7-2-1048)

[pic] Written Determination for Acceptable/Unacceptable Offer (R7-2-1046)

[pic] Solicitation Talley/Tabulation and/or Evaluation Report(s)(R7-2-1031 & R7-2-1050)

[pic] Reference Checks

[pic] Best & Finals Received from Offerors (R7-2-1048)

[pic] Best & Final Request Letter(s) (R7-2-1048)

[pic] Discussions Letters (R7-2-1047)

[pic] Letters to Vendor(s) Rejected for RFP Discussions/Unacceptable Offers (R2-7-1047)

[pic] Confidential Information Letter(s) (R7-2-1005)

[pic] Evaluation Committee Member Statements/Conflict of Interest/Resource Individual Statement

Section C – RECEIPT OF OFFERS

[pic] Late Offers Documentation (Acceptance and/or Rejection) (R7-2-1028 & R7-2-1044)

[pic] Written Determination for Cancellation After Receipt of Offers/Before Award (R7-2-1074)

[pic] Offer Opening Attendance/Talley Sheet on ________________________ (Date)

[pic] Solicitation Responses: Awarded on top & alpha order for non-awarded (envelopes attached)

[pic] No Bids (AZP Page and Hard Copies; Retaining Envelopes not Necessary)

Section D – ISSUANCE OF SOLICITATION

[pic] Number of Addenda Issued:_________________________

[pic] Notes, questions, comments from Pre-Solicitation Meeting

[pic] Sign-In Sheet for Pre- Solicitation Meeting

[pic] Master Copy of Original Solicitation

[pic] Affidavit of Publication & Ad (R7-2-1022(B))

[pic] Prospective Bidders List (R7-2-1022(A))

[pic] AZP Vendor Notice of Solicitation Sent on _____________________________(Date)(Print Page from Website)

Section E – PRE-SOLICITATION

[pic] Written Determination for Trade-In (R7-2-1131)

[pic] Written Determination for Factors for APDM (R7-2-1116)

[pic] Written Determination for Request for Proposal (R7-2-1041)

[pic] Written Determination for Multi-Term Contracts (R7-2-1093)

[pic] Written Determination for Brand Name or Equal (R7-2-1102)

[pic] Written Determination for Brand Name Only (R7-2-1102)

[pic] Written Determination for Qualified Products List (R7-2-1102)

[pic] Written Determination for Bonding for Non-Construction Bids (R7-2-1078)

[pic] Drafts, Notes, Spec’s (Preliminary Solicitation Information)

[pic] Correspondence with Requester (Dated Recent on Top)

[pic] Finance Department Approval of Budget (Account Code(s)) if applicable

_________________________________ ______________________

Buyer Assistant Date

_________________________________ ______________________

Procurement Specialist Supervisor Date

PROCEDURE: CLOSING BID FILES (RED FILE TAB)

APPROVED: _______________________________________ ___________________________________ ____________________________________

___________________________________________________________________________________________________________________________________________________________

SECTION 3: (BOTTOM AS OPENED)

LEFT SIDE: RIGHT SIDE:

REPUBLIC ADVERTISEMENT (TOP TO BOTTOM)

AFFIDAVIT OF PUBLICATION

LEGAL AD CONFIRMATION

PRINTING CONFIRMATION – IF APPLICABLE

ORIGINAL BID PACKAGE

DRAFT BID PACKAGE

BACK-UP DOCUMENTATION

SECTION 2: (MIDDLE SECTION)

LEFT SIDE: RIGHT SIDE:

(TOP TO BOTTOM)

VENDOR LIST

SIGN IN SHEET – PRE-BID

PLANHOLDER’S LIST - FINAL ADDENDUMS – IF ANY

INVITATION TO BID FLYER - ORIGINAL

SECTION 1: (TOP AS OPENED)

LEFT SIDE: RIGHT SIDE:

PERFORMANCE BOND FOR CO AWARDED PROJ. (TOP TO BOTTOM)

CERTIFICATE OF INSURANCE

WORKER’S COMP.

CONTRACT/AGREEMENT

OCCASIONALLY KEPT: NOTICE OF AWARD LETTER

MEMO FOR RECORD (FILE ACCORDING TO DATE) COUNCIL AGENDA MEMO - (IF OVER $50,000)

PREVIOUS YRS.PO’S, C.AGENDAS,NOTICE AWARD LETTERS,ETC NON-ACCEPTANCE LETTERS

OVERFLOW FROM RIGHT SIDE BIDDER’S TAB SHEET (LIST OF THOSE WHO SUBMITTED BIDS)

SPREAD SHEET (BID TABULATION)

REQUEST FOR LEGAL – WITH DOCUMENT SENT TO LEGAL

BID RESPONSES (AWARDED VENDOR – ON TOP

TO HIGHEST VENDOR): ANY ADDITIONAL CORRESPONDENCE BID OPENING SIGN IN SHEET

CLOSING REQUIREMENTS MUST HAVE - (TOP TO BOTTOM)

COUNCIL AGENDA - (IF OVER $50,000)

NOTICE AWARD

PROCEDURE: CLOSING OF QUOTE FILES (manila folder, 2 sides only)

APPROVED:

LEFT SIDE: RIGHT SIDE:

(ONLY) (TOP TO BOTTOM)

VENDORS LIST PULLED FOR QUOTE PURCHASE ORDER

PLANHOLDERS LIST AWARD LETTER

(Print after quote closes) DECLINES (DEAR JOHN) LETTERS

BACK UP INFO FOR LETTERS-CORRSPONDENCE TO AWARDING

SPREADSHEET

QUOTE TAB SHEET (NAME OF ALL WHO SUBMITTED)

QUOTE /BID RESPONSES (COMPLETE PACKAGE W/ENVELOPES/ LOWEST BIDDER ABOVE-HIGHEST ON BOTTOM)

REQUEST FOR DUPLICATE SERVICE (YELLOW FORM)

ORIGINAL QUOTE

DRAFTS OF QUOTE/BACK UP INFO

****WHEN CLOSING A QUOTE FOLDER MUST HAVE AWARD LETTER AND PURCHASE ORDER

PROCEDURE: CLOSING RFP FILES

APPROVED: __________

SECTION 1: (TOP AS OPENED)

LEFT SIDE (TOP TO BOTTOM) RIGHT SIDE (TOP TO BOTTOM)

AGREEMENT PROPOSAL OPENING SIGN IN SHEET

POST AWARD CORRESPONDENCE NOTICE TO PROCEED-IF APPLICABLE

PERFORMANCE BOND FOR CO AWARDED PROJ. (if applic) NOTICE OF AWARD

CERTIFICATE OF INSURANCE NON ACCEPTANCE LETTERS

WORKERS COMP. COUNCIL AGENDA MEMO

EVALUATION SHEET(S) ( IF OVER 50,000)

NO CONFLICT OF INTEREST CERTIFICATES

ANY CORRES.RELATED TO MAKING

OCCASIONALLY KEPT: DESICION TO AWARD

MEMO FOR RECORD (FILE ACCORDING TO DATE) SPREADSHEET (BID TABULATION)

EVALUATION COMMITTEE CORRESPONDANCE RFP REGISTER (FORM USED TO REG. PROPOSALS)

RFP RESPONSES (AWARDED VENDOR TO HIGHEST VENDOR):

SECTION 2: (MIDDLE SECTION)

LEFT SIDE: (TOP TO BOTTOM) RIGHT SIDE: (TOP TO BOTTOM)

TAPE OF PRE PROPOSAL CONF

PLAN HOLDERS LIST ADDENDUMS (+FAX CONFORMATIONS) IF ANY

VENDOR LIST REQUEST FOR PROPOSAL FLYER-ORIGINAL

PREPROPOSAL CONFERENCE SIGN –IN SHEET

SECTION 3: (BOTTOM AS OPENED)

LEFT SIDE: (TOP TO BOTTOM) RIGHT SIDE: (TOP TO BOTTOM)

AFFIDAVIT OF NEWSPAPER PUBLICATION

ADVERTISEMENT TO NEWSPAPER (REPUBLIC) REQ FOR DUP SVCES FORM (YELLOW CC FORM 13)

ORIGINAL BID PACKAGE (final sent to Admin for printing)

LEGAL AD CONFIRMATION

(OVERFLOW FROM RIGHT SIDE)

CLOSING REQUIREMENTS

*NOTICE OF AWARD

*COUNCIL AGENDA ( IF OVER $50,000.00)

ONCE FILE IS CLOSED, ADDITIONAL CORRESPONDENCE & P.O’S CAN BE FILED IN SEC.1

Contractor Performance Report

Contract Description:

Contract Number:

Term Status:

The above referenced contract will expire soon. Renewal periods are available to extend this contract if you deem it appropriate. In order to provide more structure to the renewal decision, please complete the supplier score card referenced below. Please know this is a public document and should be used to provide honest, accurate, and appropriate feedback that will be shared with contractors in a cooperative manner to recognize great performance or to encourage improvement where necessary. Mark the appropriate grade for each supplier noted below and include any comments you feel appropriate.

The grading scale: A = Exceeds Standards, B = Meets Standards and C = Below Standards

|Criteria |Supplier One |Supplier Two |Supplier Three |Supplier Four |

|Contract personnel responsiveness/cooperation | | | | |

|and availability | | | | |

|Overall quality of products or services | | | | |

|delivered | | | | |

|Timeliness of performance | | | | |

|Quality of follow-up skills in resolving | | | | |

|complaints or problems brought to contractor’s| | | | |

|attention | | | | |

|Firm’s promptness in submitting accurate | | | | |

|invoices that reflected contract rates | | | | |

| | | | | |

|Should the contract be renewed? |Yes____ No____ |Yes____ No____ |Yes_____ No____ |Yes_____ No_____ |

Please Note Any Suggestions for Improvements

Name of Authorized Individual: Date:

MEMORANDUM

December 23, 2009

TO: Evaluation Committee Members

FROM: Sharon Brause

RE: Evaluation of Proposals — Fire Protection Service, Maint & Repair

RFP No. BF0-936-2810

Attached are the proposals received in response to the above referenced solicitation.

The committee meeting is scheduled January 7, 2010 from 8:30 – 10:00 am in the Small Purchasing Conference Room.

You have been selected to participate in the evaluation of solicitations that have been received as the result of the above referenced solicitation. Your selection was based upon your technical qualifications in this area and your ability to develop an objective analysis of each proposal.

It is essential that the integrity of the evaluation process be maintained to insure that each Offeror is given fair and equal consideration. Your familiarity with particular brands, types of equipment, material, or firms may tend to influence your evaluation; however, you are required in this specific instance to be particularly objective and guard against any tendency that might slant your evaluation in favor of a personal preference.

An additional consideration is the mandate to maintain strict security and confidentiality regarding the content of any proposal, as well as the proceedings of the Evaluation Committee meetings during the evaluation process. Once the evaluation process has started, it is essential that any contact with the Offerors be through, and by, the Chairperson of the Evaluation Committee.

Finally, the evaluation committee member shall not communicate, except during formal Committee meetings or Council meeting, with any Offeror or potential subcontractor or supplier to that Offeror prior to award nor shall the member discuss proposals or their evaluation with anyone other than the evaluation committee.

As a committee member, your should prepare for the evaluation meeting by:

• Reading the RFP and addendums (as applicable)

• Reading each proposal thoroughly versus what the solicitation asked for

• Prepare rough draft comments and scores related to each proposal in terms of the evaluation criteria stated in the solicitation

• Review and sign the “No Conflict of Interest Statement”

Should you have any questions regarding the evaluation process, please contact me at 2407.

Your assistance is greatly appreciated!

[pic]

No Conflict of Interest Certificate

I, hereby certify that I have

(Full name)

had no past or present business or employment relationship with

any of the consulting firms under consideration for city project

#cs8-915-2526 for nec telephone system maint. & equipment

(number) (short title)

ranking selection scheduled on .

(date)

Signature

date

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