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51Â Â A P P E N D I X A Technology Procurement Process Checklist Written Procurement Plan Identify and outline roles and responsibilities for everyone involved in processing procurement transactions Specifies authorized purchaser(s) (Delegation of Authority) Procurement method to be used, including procedures for the method Award method to be used Advertisement procedures How vendor is to be notified of award/non-award Code of ethics/conflict of interest policy Receive governance/budgetary approval Procurement procedures Letter of Invitation Intent of procurement activity Scope of work/services Contract time period Bid submission procedures Pre-bid/proposal meeting date/time/location (if applicable) Bid opening date/time/location Contact information Civil rights statement Website transparency Terms and Conditions Debarment/suspension certification form Assurance of ethical practices Escalation/de-escalation clause Price determination statement Contract extension or rollover clause Bid protest procedures Remedy for non-performance/termination of contract HUB statement to involve minority business where possible Equal Employment Opportunity compliance statement Energy Policy and Conservation Act statement
52 Airport Software Solutions and Services Sourcing Clean Air/Clean Water Act statement Civil Rights Act statement Record retention and record access requirements Method of shipment/delivery requirements Method of payment, invoices, statements, etc. Purchase instrument to be used and how vendor will receive payment Certificates of Insurance Bid certification form Bid Specifications Product specifications Quantity Quality Packaging Pricing Substitutions and/or deviations Documentation All IFB/RFP/RFQs with appropriate documentation and signatures maintained Comparison charts and documentation of reason for award Record of public bid openings Copies of award/non-award letters Copies of advertisements Determination of correct procurement method used Evaluation of rollover clause correctly implemented Evaluation/documentation of negotiations/changes to original contract Evaluation of return of discounts, credits, and rebates (as applicable) Documentation that procurement activities agree with approved procurement plan Records-retention requirements Noncompetitive purchases are appropriately documented and have received approval from state agency or governing board prior to award, including purchases through means of piggybacking Invoices/payments for items purchased with regulated funds Documentation of any contractor claims or breaches of contract from vendors
Technology Procurement Process Checklist 53 Planning and procurement template for a successful Computer Maintenance Management System (Source: Bell et al. 2015).
