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Bid Process Audit Checklist

This document is a bid process audit checklist for a project. It contains multiple sections to check that proper documentation is present for key parts of the bid process, including bid setup, solicitation of bidders, bid preparation documents, a pre-bid conference, handling any issues or changes to bids, bid evaluation, and awarding the contract. Each item is scored on whether documentation is present, with higher weights given to more important items. The total score achieved can be calculated to assess how complete the documentation is for the full bid process.

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2K views

Bid Process Audit Checklist

This document is a bid process audit checklist for a project. It contains multiple sections to check that proper documentation is present for key parts of the bid process, including bid setup, solicitation of bidders, bid preparation documents, a pre-bid conference, handling any issues or changes to bids, bid evaluation, and awarding the contract. Each item is scored on whether documentation is present, with higher weights given to more important items. The total score achieved can be calculated to assess how complete the documentation is for the full bid process.

Uploaded by

meehlg
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as XLS, PDF, TXT or read online on Scribd
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Bid Process Audit Check List

Project Name:
Audit Completed By:
Date Completed:

Section 1. Bid Setup Yes No N/A Weight Score


A. Standard Record Filing System setup? 1 0
B. Bidder Contact Log present? (BID.1.2.1) 1 0
C. Communications Record present? (BID.1.2.2) 1 0
D. Bid Calendar present and Filled out? (BID.1.4.1) 1 0

Section 2. Solicitation of Bidders Yes No N/A Weight Score


A. Copies of all letters to interested contractors? (BID.2.2.1.2) 1 0
B. Copies of all contractors statement of Qualifications? (BID.2.2.2) 2 0
C. Decision tree for all contractors present? (BID.2.2.3) 2 0
Decision Tree:
1. Have references been contacted and responses recorded on communications log? 2 0
2. If VP-C/SP/M approval is necessary has this been recorded? 2 0
3. If volume under $25 million are audited financial statements present? 2 0
4. If necessary, is D&B supplier evaluation present? 2 0
5. If necessary, are ratios complete and attached? 2 0
D. Copies of notification letters to all pre-qualified contractors? (BID.2.2.4) 2 0
E. Copies of denial letters to all non-qualified contractors? (BID.2.2.5) 2 0
F. Contractor Intention to Respond form for all interested contractors present? (BID.2.2.6) 2 0
G. List of all contractors that responded on “Intention to Respond” present? (BID.2.2.7) 2 0

Section 3. Bid Preparation Documents (See Specific Project Specifications Manual) Yes No N/A Weight Score
A. Final Bid Scope Document present? (BID.3.2.1) 2 0
B. Home Depot General Conditions present? (BID.3.2.2) 1 0
C. Special conditions noted for all bidders? (BID.3.2.4) 1 0
D. Standard Form of Agreement present for all bidders? (BID.3.2.5) 1 0
E. Bid Cover Letter for each contractor present? (BID.3.4.1) 1 0
F. Invitation to Bid for each contractor present? (BID.3.4.2) 1 0
G. Instructions to Bidders for each contractor present? (BID.3.4.3) 1 0
H. Bid Proposal Form for each contractor present? (BID.3.4.4) 1 0

Section 5. Pre-Bid Conference Yes No N/A Weight Score


A. Pre-bid Conference Agenda present with all questions attached? (BID.5.2.1) 2 0
B. Pre-bid Conference Sign-in sheet present? (BID.5.2.2) 1 0
C. Pre-bid Conference meeting minutes present? (BID.5.2.3) 1 0

Section 6. Issues Changes Yes No N/A Weight Score


A. Bid Amendment distributed to every party that received original bid? (BID.6.2.1) 2 0

Section 8. Bid Evaluation Yes No N/A Weight Score


A. Bid Tabulation Form present? (BID.8.1.1) 2 0
B. Post Bid Interview Checklist present? (BID.8.2.1) 1 0
C. Documentation supporting bid award present? 2 0
D. Memo to Division Director with bid award recommendation present and initialed? 2 0

Section 9. Award of Contract Yes No N/A Weight Score


A. Letter of Intent present? (BID.9.2.2) 3 0
1. If LOI present, was contract issued within thirty (30) days of LOI? 0 0
2. If LOI present, was contract executed within specified time in LOI? 0 0
B. If no LOI, was contract in place before commencement of construction? 0 0

Total Score 0%

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