IFB Contract Attachments

--to Create Original Contract for Non-IT-ITQ’s--

(Multi Award Hierarchy Contract)

Electronic Bid Utilizing Document Builder

Parent Contract

Viewable

  1. Document Builder document entitled “Terms and Conditions”.
  2. Specifications or Statement of Work (document must be entitled appropriately)

Not Viewable

  1. Tabulation with Bidder names and prices (if pricing not directly entered into SRM)

Child Contracts

Viewable

1.Price Sheet (if applicable).

2.State of Manufacture form (Materials Only).

3.Recycled Content Information form (Materials Only).

4.STD-168.

5.Lobbying Certification (if federal funds in excess of $100,000).

6.Anti-Sweatshop Certification (if applicable)

7.Domestic Workforce Utilization (if multiple award). [Services Only]

8.COSTARS Questionnaire (if applicable).

9.Certificate of Insurance (if requested).

Not Viewable

1.Contractor Responsibility Program (CRP) Determination Form and Clearance Certificate, if applicable.

2.Quality Assurance Analysis, if applicable

3.Labor Relations (if required). – Services Only

Add all items that are viewable and part of the contract in the SRM document.

Include Bid Tab to the Awards Section.

TAB A - CONTRACT ADMINISTRATION

1. Contract Progress Meetings

2. Delinquency Documents Actions/Responses

3. Cure Notices, Show Cause, etc.

4. Liquidated Damages Assessment Data

5. Warranty Documentation

6. All requests for relief from the contract and BOP written determinations contract claims.

7. Bid protest letters and Deputy Secretary’s written determination in response to the bid protest letters

8. Miscellaneous Correspondence

TAB B – POST AWARD DOCUMENTS

  1. Payment & Performance Bonds
  2. Certificate of Insurance
  3. Notice of Proceed
  4. A record of the security filed by a bidder/Offeror.
  5. Bonds submitted by them can be kept in another location, but must be made available for public inspection (See Security Request Release)

5.Miscellaneous Correspondence

  • i.e. Summary Report

TAB C – CONTRACT DOCUMENTS

1. Contract (same as viewable)

2. Original IFB

3. IFB Awarded Bid Documents

4. Notice of Contract Award

5. Amendments/Change Notices

6. Solicitation/Addenda

7. Official Contract Correspondence

  • i.e. Transmittal Letter

TAB D – PRE-AWARD DOCUMENTS

  1. Pre-Bid Conference Attendance Sheets
  2. Addendums
  3. Cost and Pricing Data
  4. IFB Bid Tabulations
  5. CRP (Contractor Responsibility Determination) and Clearance Certificate if applicable.
  6. Legal Review and Approvals
  7. Miscellaneous Correspondence
  8. Rejected Bids
  9. Unsuccessful Bids
  10. No Bid Correspondence

TAB E – PRE-BID DOCUMENTS

  1. Project Documents and Related Documents (i.e. Usage Reports)
  2. Purchase Requisition
  3. Specifications/Statement of Work
  4. BMWBO Correspondence
  5. Supplier Mailing List
  6. Pre-Bid or Pre-Proposal Conference/Minutes/Site Visit
  7. Legal Review & Approvals
  8. RFI (Request For Information)
  9. Miscellaneous Correspondence

TAB F – RED FILE (CONFIDENTIAL)

  1. Confidential/Proprietary Correspondence
  2. CRP information generated by Agency
  3. Legal information or materials, legal advise, requests for legal advise
  4. Communications with Office of Attorney General, General Counsel, Chief Counsel or outside counsel (includes emails, faxes, hard copies)
  5. All Commodity Specialist’s notes, memorandums, etc. (includes emails, faxes, hard copies & post-it-notes)
  6. Action Memoranda
  7. Communications & Correspondence with agencies regarding changes, amendments, flyers, etc.
  8. Letters or memos which relate to the institution progress or result of an investigation by any investigative, law enforcement or auditing agency.
  9. Miscellaneous BW Reports
Should The Material Be Posted At: / Material public under Right to Know Law*
SAP/SRM / eMarketplace / Treasury
Original / Redacted Version
Procurement Record**
Contract Documents
Contract or P/O / Yes / Yes / Yes / Yes
Specifications and/or work statement / Yes / Yes / Yes / Yes
Successful contractor’s bid sheet/Proposal / Yes / Yes / Yes / Yes
Terms and conditions (standard and special) / Yes / Yes / Yes / Yes
Certificates or evidence vendor was required to submit / Yes / Yes / Yes / Yes
Vendor financial data / No / No / No / No
Award and Selection Documents
Bid tab / Yes / Yes / No / Yes
Contractor responsibility form / Yes / No / No / No
Sole source/EP Justification / Yes / Yes / No / Yes
Notes and composition of the evaluation committee / Yes / No / No / No
Award/selection letter / Yes / No / No / Yes
Notice and explanation that all bids/offers were rejected / Yes / No / No / Yes
Other award/selection documents required by the Procurement Code / Yes / No / No / Check with Legal Counsel
Parent/Child Relationships
Single award (dealers/resellers) / Parent & Child / Parent only / Parent only / N/A
Multiple award / Parent & Child / Children only / Children only / N/A
Other Documents
Contract overview/Agency instructions / Yes / Yes / No / Check with Legal Counsel
Unsuccessful proposals / Yes / No / No / Yes
Change notices/Amendments / Yes / Yes / Yes*** / Yes
* Documents marked “Yes” under this category may be provided to the public without a formal Right-to-Know request being filed unless the document relates to a sensitive subject like homeland security.
** Check with Agency legal counsel or your AORO when dealing with documents related to homeland security, law enforcement, or other sensitive subjects.
*** Post a change order only if the change affects: Date of execution; Amount of contract; Contract’s begin or end date; Name of the agency entering into the contract; Parties to the contract; or Subject matter of the contract. You do not need to post the original contract if it is already on eMarketplace, you only need to post a link to the specific location of the old contract on eMarketplace.

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