Procurement Management Checklist
Transit System:
Procurement Coordinator: Date:
Project: Project #:
Project Identification:
☐Project planning and identification: Scope of Work
☐Governing Body Resolution
☐Work with Project Manager on project feasibility and technical assistance
☐Securing and identifying funds via application process with MnDOT
☐Selecting the type of procurement appropriate for the project
☐MnDOT Grant Approval – written notice of project approval to proceed
☐Procurement meeting with Project Manager/Procurement Program Coordinator
Solicitation Development:
☐Micro Purchases: Complete Fair and Reasonable Price Determination Form with attachments
☐Independent Cost Estimate (ICE)
☐If only Quotes required, check here
☐State or Local Government purchasing schedule
Otherwise, continue below:
☐Solicitation and Specification development
☐Appropriate supporting documentation
☐Federally funded project: Attachments of required clauses, certifications and requirements
☐Written approval of ICE from Project Manager/Procurement Program Coordinator
☐Written approval of Solicitation and Specification documents from Project Manager/Procurement Program
Coordinator
☐Federally funded project: Review/approval by MnDOT on Federal clauses, certifications and requirements
☐Federally funded project: Review by MnDOT Office of Civil Rights (OCR) for Disadvantage Business Enterprise
(DBE) goal setting
☐Notification from MnDOT on DBE goal assignment – notice to proceed (with/without) provisions
☐Development of solicitation list – vendor listing
☐Development of solicitation notification method – web, newspapers, state register, mailing, etc.
☐Written notice of activity approval by Project Manager to proceed
Solicitation and Bid Opening:
☐Advertisement of the solicitation (no geographic preference)
☐Approved Equals/Request for Clarification process
☐Pre-Bid Meeting
☐Proposal(s) opening and recording (if Sole Source, include justification)
☐Review of all qualified proposals in accordance with selection criteria
☐Evaluation of all Proposals for responsiveness:
☐Responsibility Determination checklist
☐Responsiveness Checklist
☐Tabulation of Proposal documents including selection criteria
☐Cost Analysis (and / or)
☐Price Analysis
☐Award Selection and Justification
☐Federally funded project: Submittal of successful bid/proposal for MnDOT OCR review for DBE contract
clearance
☐Draft copy of proposed contract (justification if IFB and other than low bid)
☐Request MnDOT review and written approval of DRAFT contract
☐Written notice of activity approval by Project Manager to proceed
Award and Contract Administration:
☐Contract Draft --- review process and final approval
☐Notice of Award -- to successful contractor
☐Develop milestones and anticipated closeout procedures with successful contractor
☐Finalize Contract with appropriate clauses and certifications, and signatures
☐Collect all documentation for written notice of activity approval to proceed by MnDOT Project Manager
☐Order to Proceed -- to Contractor (changes will require approval before project can proceed further)
☐Complete Specification and Contract Analysis Form
☐Complete Procurement History Form
Project Progress Reports:
☐Document progress and challenges of project
☐Document “Change Orders” and associated “Cost or Price Analysis”
☐Modify and report to MnDOT Project Manager/Facility Program Coordinator any changes to milestones and
anticipated closeout.
☐All documentation sent to MnDOT Project Manager/Facility Program Coordinator for written notice of approval
Project Closeout and Reimbursement:
☐Request documentation from MnDOT for reimbursement of project
☐Request documentation from contractor to advance to reimbursement process
☐Complete Request For Funds (RFF) document with supporting invoices and submit for approval to MnDOT Project
Manager (may complete more than one RFF, with the final RFF marked as FINAL)
☐Finalize milestones
☐Give notification approximately 30 days in advance of pending project completion
☐Begin physical and administrative closeout proceedings
☐Review final project file for completeness
☐Request approval from MnDOT Project Manager for project closeout
Procurement Complete (Reviewer) Date: