Procurement Management Checklist
Transit System:
Procurement Coordinator:
Project:
Date:
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
☐ Price Analysis
(and / or)
☐ 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: