Procurement Cover Sheet
Name of Project Manager
First Name
Last Name
Date
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Month
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Day
Year
Date
Upload Independent Cost Estimate
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ICE should be completed before the procurement process is started. Template is in shared drive.
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Title of Procurement
Scope of Procurement
Category of Purchase
Professional Services
Personal Services
Products or Goods
Note: For Products or Goods over $50K prevailing wage applies.
Purchase Level
Micro Purchase (up to $10,000)
Small Purchase ($10,000 - $150,000)
Formal Purchase ($150,000 and above)
Project is in budget
Yes
No
If no, please explain
Funds Being Used to Purchase
Please Select
State
Federal
Local
What method of procurement was used?
Please Select
Micro Purchase (Up to $10,000)
Small Purchase ($10,000 - $150,000)
Formal Procurement ($150,000 or more)
Sole Source (Special)
Piggyback (Special)
Design/Build Bid (Special)
Transparency
There was one point of contact for the procurement process
The procurement process ensured all vendors/offerors got the same information
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Micro-Purchases
Micro purchase procurements are for the purchases of goods and services under $10,000. Employees are expected to use their best professional judgment when making micro purchases and maximize HRCTD dollars for value. Although competition is not required, it is expected that the best possible price be obtained and that no favoritism be shown in selecting suppliers. All projects that are subject to Prevailing Wage rules (FTAC4220.1.f) as well as bidding and contract requirements may not be purchased under this section; see Section 11.5 of the Procurement Policy.
Company Chosen
Cost
Why was company chosen?
Contract
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Micro - Purchase Documentation (Template in shared drive)
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Small Purchases
Small purchases are procurements costing over $10,000 but $150,000 or less. This means that they are not subject to formal advertising as part of the selection process. While these procurements may be conducted under less formal selection procedures they do require that the process include comparing competitive prices from more than one vendor. Note: If a product or good is being purchased an informal bid procurement can only be used if less than $100k.
Type a question
Type option 1
Type option 2
Type option 3
Type option 4
Quotes
Company
Cost
Comments
Option 1
Option 2
Option 3
Upload all 3 Quotes or Proposals
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Formal Procurements
Formal procurement MUST be conducted for services purchased over $150,000 or product or good over $100,000. 1. A formal Invitation for Bid (IFB) is a formally advertised and competitive selection process . Typically, an IFB is used for services solicitations that will cost more than $150,000 (41USC Section 403(11)) or a product or good that will cost more than $100,000, where award is made based on the lowest price submitted by a responsible bidder with a responsive bid. 2. A Request for Proposals(RFP) is a formally advertised and competitive selection process used to obtain consultant services more than $150,000, and where the evaluation and selection of a Consultant cannot be based on price alone but is based on established criteria that include price and other factors.
Type of Formal Procurement Used:
Invitation for Bid (IFB)
Request for Proposals (RFP)
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Invitation for Bid
A formal Invitation for Bid (IFB) is a formally advertised and competitive selection process . Typically, an IFB is used for services solicitations that will cost more than $150,000 (41USC Section 403(11)) or a product or good that will cost more than $100,000, where award is made based on the lowest price submitted by a responsible bidder with a responsive bid.
Upload Invitation to Bid
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Should include Invitation to Bid (template in shared drive) and contract template with applicable criteria. RTAP Procurement Pro should be used to identify criteria needed.
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Bids Received
Company
Cost
Comments
Option 1
Option 2
Option 3
Invitation to Bid was Advertised:
On CAT Website
On Oregon Buys?
Sent to known organizations
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Please confirm bid awarded was chosen due to lowest price:
Yes
Which company was selected? Please explain why.
Pre-award Checks
Checked references and no major concerns were found
Price is consistent with initial analysis
Upload Notice of Award
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Upload Notice of Rejection
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Request for Proposal
A Request for Proposals(RFP) is a formally advertised and competitive selection process used to obtain consultant services more than $150,000, and where the evaluation and selection of a Consultant cannot be based on price alone but is based on established criteria that include price and other factors.
Upload Request for Proposal
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Should include Invitation to Bid (template in shared drive) and contract template with applicable criteria. RTAP Procurement Pro should be used to identify criteria needed.
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Held Pre-Bid Meeting
Yes - if yes attach attendee list & meeting minutes
No
Bids Received
Company
Cost
Comments
Option 1
Option 2
Option 3
Option 4
Option 5
Invitation to Bid was Advertised:
On CAT Website
On Oregon Buys?
Sent to known organizations
Upload All Bids Received
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Which company was selected and why?
Please include the pre-established critera:
Price & Ability to Deliver Only
Selection Committee & Pre-established Criteria
Pre-award Checks
Checked references and no major concerns were found
Price is consistent with initial analysis
Upload Notice of Award
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Upload Notice of Rejection
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Special Procurements
Do any of these special procurement situations apply?
Sole Source (sole source justification must be attached)
Piggyback (must include FTA checklist)
Design/Build Bid (must attach documents, including selection criteria & solicitation addenda/amendments)
Pre-qualification & Competitive Bid/RFP (must include all documents including pre-qualification documents, & other documents including selection criteria & solicitation addenda/amendments)
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Required: Date OMWESB website was searched for DBE firms (https://oregon4biz.diversitysoftware.com/)
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Month
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Day
Year
Date
Upload FTA Excluded Parties List Result (Sam.gov)
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Email
example@example.com
Submit
Should be Empty: