Office of Procurement and Diversity - Required Document Checklist

Transcription

1 REQUEST FOR PUBLIC COMMENT The Cuyahoga County Administrative Rules Board is soliciting public comment on the following rule/regulation proposed for temporary adoption. Please submit one copy of your written commentary to each of the following individuals no later than Tuesday, February 24, Written commentary may be submitted in hard copy, or via . Lindy Burt, Clerk Cuyahoga County Administrative Rules Board Department of Law 2079 E. Ninth Street, 7 th Floor Cleveland, Ohio mburt@cuyahogacounty.us Lenora Lockett, Director Cuyahoga County Office of Procurement and Diversity 2079 E. Ninth St., 2nd Floor Cleveland, Ohio llockett@cuyahogacounty.us In addition to providing written comment on a proposed rule, any interested person may also appear at a meeting of the Administrative Rules Board and provide verbal commentary on a proposed action during the public comment period at the beginning of the meeting. This item is tentatively scheduled to be reviewed by the Board at its regularly held meeting scheduled for February 26, 2015, 10:30 a.m. Questions? Please contact Lindy Burt, Clerk of the Administrative Rules Board, at ; mburt@cuyahogacounty.us. DOCUMENT KEY / INSTRUCTIONS Agreement/Contract/Amendment: Novus attachment description should read Contract TAB If the contract requires more than one signature, indicate the number of signatures in parenthesis after i.e. Contract TAB (3). Include the vendor s official name(s) as registered with the Secretary of State of Ohio (SOS) Certificate and address on the W9 form. Make sure the vendor has signed before submitting (please use black ink only) Agreement/Contract Cover: Novus attachment should be labeled as Cover TAB and described as Blue/Yellow Back. Complete the entire form. Contractor name must be the vendor s official name(s) as registered with the Secretary of State of Ohio (SOS) Certificate. The federal id and remittance address must match the information provided on the W9 form. When submitting time periods of more than one year, the total amount of contract must be divided over the specified time period being sure to include the index code/object code/user code (if applicable) and the amount per each year of the contract. Agreement/Contract Evaluation: When applicable, form needs to be completed when submitting an amendment or a new contract with same vendor providing same service. Agreement/Contract History: When applicable, form needs to be accurately completed when submitting an amendment or new contract with same vendor providing same service. 1 P a g e

2 Attachments/Exhibits: When applicable, please make sure to accurately label and upload. : Certified Search for Unresolved Findings for Recovery in awarded Vendor s name(s). Document is to be dated within 60 days or less from the Department approval in Novus and/or BuySpeed. Award Letter: Letter to successful vendor requesting required contract documents. OPD will create letter for all Formal Bids. Department Field Buyer will create for all other procurement procedures. Bid Comparison (OPD only): Only required for annual/repeat bids. Bid Specification Packet: [ Final version sent to vendors] - Formal RFB, RFP or RFQ includes Notice to Bidders and SBE Manual (if SBE goal is established); Informal Bid (ITB); Quotation; Solicitation. - Certificate of Insurance: Limits shall be as indicated by the RFB/RFP/RFQ and contract; active at time of contract approval. Language inserted into the Certificate of Liability Insurance Description of Operations section must read as follows: Cuyahoga County and its Employees are included as additional insured to the commercial general liability and automobile liability coverages. Certificate Holder must read as follows: Cuyahoga County 2079 East 9th Street Cleveland, Ohio Evaluation/Scoring Summary: RFP/RFQ - Summary of department s evaluation of proposals; documentation required to support awarded vendor using the criteria listed in RFP/RFQ. ITB (OPD only): Invitation to Bid (One-time purchase, created in BuySpeed). : Required for than Full and Open Competition Approval documentation (i.e. copy of Justification NOVUS action (preview page), meeting date and/or CPB or BOC approval #); except Final Amendments for Construction Projects accepted as complete. Legislative Action Request Form: Must be completed and uploaded in WORD format to your NOVUS Action. Mandatory Vendor Compliance Form: Each requirement listed must be initialed (including items marked N/A ). Vendor can only indicate N/A where they are permitted to do so per the form. If any items are marked N/A other than permitted items, vendors shall be asked to fix the issue and resubmit prior to contracting. If the vendor refuses to provide a corrected form, they should be informed that failing to submit the forms would make their submission incomplete. No Bid Sheets (OPD only): RFB - Required if there are two or less quotes submitted for formal bid. Non-Collusion Affidavit: Form only required for Formal RFB & RFP. : Include additional documents required by Department during procurement procedures. 2 P a g e

3 - Ohio Secretary of State Business Filing Certificate: State of Ohio Certificate and/or other State of Incorporation Certification. Performance Bond: including Power of Attorney & Financial Statement of Bonding Company and State of Ohio Department of Insurance Certificate of Compliance if requested during formal process. : Completed per instructions. Form is to be dated by the Department within 60 days or less from the Department approval (NOVUS and/or BuySpeed) for the current purchase. The form shall be in awarded Vendor s name(s). If there is more than one (1) principal owner, complete information for that / those person(s) as well. If a corporation, identify the CEO, President or other officers of the corporation representing shareholders. Cuyahoga County Staff must sign form and certify that they have checked the Debarment/Suspension lists on the Cuyahoga County Inspector General s website and the Debarment/Suspension lists did not contain the above detailed vendor and/or principal owner; Insert Inspector General Contractor Number from IG website. Current form is required for each purchase. Not applicable for Intra-Agency Contracts. RFB: Request for Bid. RFP: Request for Proposal. RFQ: Request for Qualifications. : letter notifying all vendors who submitted a response of selection (formally Intent to Award ). OPD will send for all Formal Bids. Department Field Buyer will send for all other procurement methods. SBE Documents Small Business Enterprise: (The Final updated forms) - If SBE goal established then SBE- 1 and SBE-2 are required, if goal not met SBE-3 is also required: SBE-1 - COVENANT OF NON-DISCRIMINATION SBE-2 - SBE SUBCONTRACTOR PARTICIPATION PLAN SBE-3 - GOOD FAITH EFFORT CERTIFICATION /Limited Power of Attorney/or Corporate Resolution: Vendor supplies in their own format; must contain name of individual authorized to sign on behalf of the organization. This document is required for all contracts except Intra-Agency Contracts. Document must be dated within sixty (60) days or less from the Department approval in NOVUS. If document is dated in excess of sixty (60) days and still valid, vendor must submit verification (Vendor letter or ) that the document is still active. *Department staff to submit this documentation with NOVUS action. Any of the following methods of validation are acceptable: 1) Notarized Limited Power of Attorney. 2) Notarized letter naming individual authorized to sign on behalf of the company. 3) For a corporation, a Corporate resolution (does not require notary) or a notarized certificate of power of attorney authorizing the individual s signature to bind the corporation or a notarized certificate of corporate resolution authorizing the signature of the document, which are commonly renewed annually. 4) For the sole owner, a notarized statement indicating that the individual is the sole owner and is authorized to sign for and bind the company. 5) For a partnership, a certificate of partnership agreement showing the names and address of all partners and authorizing the signatures to bind the partnership. *If the NOVUS item has not been finalized, within six (6) months of the date of County board approval, the /Limited Power of Attorney/or Corporate Resolution document must be updated. 3 P a g e

4 Tabulation Sheet: Generated by Department for informal RFB/RFP/RFQ; signed by Department Director approving vendor(s) selected Generated by OPD for formal RFB/RFP/RFQ/Non-Competitive; signed by Department Director approving vendor(s) selected; State Contract Tabulation Sheet completed by OPD Buyer. TAC Approval: Purchases for Computer Hardware/Software require approval by TAC (Technical Advisory Committee). The approval must be completed prior to submission into BSO or NOVUS. Upload signed/dated CSR. IF waived, upload supporting documentation ( ). Vendor s Financial Statements: if requested during formal process - must be scanned and uploaded separately and marked CONFIDENTIAL 1) If stated in the Bid Specifications/RFP/RFQ it must be provided. 2) All Vendor financial statements marked CONFIDENTIAL that are to be uploaded into NOVUS must be uploaded as a separate upload in NOVUS description as confidential. 3) Please note, some bid specifications (construction) and RFP/RFQ state financial statements to be submitted upon request. : Bid/Quote/Proposal/Qualifications/Response : Required for all contract submissions and at the address where payments are to be sent; shall contain vendor s official name(s) as registered with the Secretary of State of Ohio. Worker s Compensation Insurance: If an Ohio Company must attach Ohio Bureau of Workers Compensation Certificate of Premium Payment. Such insurance requirement may be met by Ohio vendors purchasing coverage from the Ohio State Insurance Fund or by maintaining Qualified Self-Insurer status as granted by the Ohio Bureau of Workers Compensation (BWC). For Contractors with employees working outside of Ohio, Worker s Compensation Insurance as required by the various state and Federal laws as applicable including Employers Liability coverage with limits of liability not less than: $1,000,000 each accident for bodily injury by accident; $1,000,000 each employee for bodily injury by disease; $1,000,000 policy limit for bodily injury by disease. Such insurance shall be written on the National Council on Compensation Insurance (NCCI) form or its equivalent. LINKS: Cuyahoga County Inspector General: Ohio Auditor (Certified Unresolved Findings): 4 P a g e

5 Ohio Secretary of State (Business Filing Certificate): OPD Business Forms: REQUIRED DOCUMENTS DEPUTY CHIEF ACTIONS Purchasing Policy 3.02B (OPD ONLY AUTHORITY TO ADVERTISE) FULL AND OPEN COMPETITION Formal RFB (Over $25,000) resulting in Purchase Order Draft Notice to Bidders {dates to be determined} Draft of ITB from BuySpeed {with County terms inserted}; includes Non-Collusion Affidavit; Mandatory Vendor Compliance Form; Cooperative Purchasing - Vendor Form; Cuyahoga County Based Business (CCBB) Preference Program Match Option Form; No Bid Sheet - Any additional documents as may be listed in the Bid Package as being a Required Bid Document Draft Plan Holder List Bid Comparison TAC Approval - if required Purchasing Policy 3.02B (OPD ONLY- AUTHORITY TO ADVERTISE) FULL AND OPEN COMPETITION Formal RFB (Over $25,000) resulting in Contract PD-1 (Specification) - if not inserted into the Draft Bid Spec Packet PD-3 (Pricing) - if not inserted into the Draft Bid Spec Packet Draft Bid Specs, includes Notice to Bidders {dates to be determined} must utilize template SBE Bidder s Manual - OPD will upload the SBE Manual if goal established - Any additional documents as may be listed in the Bid Package as being a Required Bid Document Draft Plan Holder List Bid Comparison TAC Approval - if required (OPD ONLY PILOT AUTHORITY TO ADVERTISE) Purchasing Policy 3.02B FULL AND OPEN COMPETITION Formal RFB (Over $25,000) Draft Notice to Bidders {dates to be determined} Draft Request for Bids {insert PD-1 information from department into section titled SPECIFICATIONS: PD-1}; includes No Bid Sheet SBE Bidder s Manual - OPD will upload the SBE Manual if goal established 5 P a g e

6 Draft Bidder s Verified Submission and Affidavit - {insert PD-3 information from department into Section 7 Bid Price Sheet - Any additional documents as may be listed in the Bid Package as being a Required Bid Document Draft Contract Pursuant to Request for Bids Draft Plan Holder List Bid Comparison TAC Approval - if required (COUNTY ENGINEER ONLY AUTHORITY TO ADVERTISE) Purchasing Policy 3.02C FULL AND OPEN COMPETITION - Formal Competitive Bidding Construction Projects (Over $25,000) For Road &Bridge Projects Proposal Package - includes Legal Notice to Bidders; Instructions to Bidders; Required Bid Documents; Sample Contract Forms; Public Improvement Agreement, Prevailing Wages (n/a for Federally Funded contracts; Wage Determination Schedule Cuyahoga County Engineer Specification Booklet includes at a minimum the following Sections General Provisions; Special Provisions, Supplemental Specifications and Proposal Notes SBE Bidder s Manual - OPD will upload the SBE Manual if goal established TAC Approval - if required (COUNTY ENGINEER ONLY AUTHORITY TO ADVERTISE) Purchasing Policy 3.02C FULL AND OPEN COMPETITION - Formal Competitive Bidding Construction Projects (Over $25,000) Buildings Project Manual with Table of Contents identifying components to the bid; includes Notice to Bidders; Instructions to Bidders; Project Information; Required Submission Procurement Document; Certifications to Cuyahoga County Form of Proposal; Contracting Forms and Supplements(Cuyahoga County Form of Agreement; Cuyahoga County Request for Escrow Agent and Agreement Form; Public Improvement Agreement, Prevailing Wages; Prevailing Wage Determination Cover Letter (with Wage Determination Sheets) The cover letter n/a if Federally Funded (uses: index code CE for Federally funded projects); Project Forms; Certificates; Closeout Forms; Conditions of Contract; Supplementary Conditions; Specification Groups; General Requirements; Existing Conditions; Schedule of Drawings SBE Bidder s Manual - OPD will upload the SBE Manual if goal established TAC Approval - if required (DEPARTMENT FIELD BUYERS AUTHORITY TO ADVERTISE) Purchasing Policy 3.02E FULL AND OPEN COMPETITION - Formal RFP (Over $25,000) Draft RFP includes Notice to Bidders SBE Bidder s Manual - if SBE goal established TAC Approval - if required Draft Plan Holder List - Any additional documents as may be listed in the Bid Package as being a Required Bid Document (i.e. Evaluation Sheets; Pricing Sheets) (DEPARTMENT FIELD BUYERS AUTHORITY TO ADVERTISE) Purchasing Policies 3.02F and G FULL AND OPEN COMPETITION - Formal RFQ (Over $25,000) Draft RFQ includes Notice to Bidders SBE Bidder s Manual - OPD will upload the SBE Manual if goal established TAC Approval - if required 6 P a g e

7 Draft Plan Holder List - Any additional documents as may be listed in the Bid Package as being a Required Bid Document (i.e. Evaluation Sheets; Pricing Sheets) REQUIRED DOCUMENTS NOVUS CONTRACT REVIEW Purchasing Policy 3.01 Office Voucher No NOVUS Action required. Purchasing Policy 3.02A Informal Competitive Bid No NOVUS Action required. for Department Order (DO) Purchasing Policy 3.02A FULL AND OPEN COMPETITION - Field Buyer Procedures Informal Competitive Bidding (for Contract, under $25,000) Tabulation Sheet Bid Specification Packet (OPD only: Purchase Order ) RECOMMENDATION OF AWARD Purchasing Policy 3.02B FULL AND OPEN COMPETITION Formal RFB (Over $25,000) Tabulation Sheet Bid Comparison if required (OPD only: Contract) RECOMMENDATION OF AWARD ONLY (Contract submitted at a later date) Purchasing Policy 3.02B FULL AND OPEN COMPETITION - Formal RFB (Over $25,000) 7 P a g e

8 Tabulation Sheet SBE Documents if required Bid Comparison if required RECOMMENDATION OF AWARD ONLY (Contract submitted at a later date) Purchasing Policy 3.02E Purchasing Policy 3.02F and G (Contract Over $25,000) FULL AN OPEN COMPETITION Formal RFP Formal RFQ Tabulation Sheet SBE Documents if required Bid Comparison if required (OPD only: Contract) RECOMMENDATION OF AWARD AND SUBMISSION OF CONTRACT Purchasing Policy 3.02B FULL AND OPEN COMPETITION - Formal RFB (Over $25,000) Tabulation Sheet SBE Documents if required (goal set) Bid Specification Packet Bid Comparison if required Award Letter Mandatory Vendor s Compliance Non-Collusion Affidavit 8 P a g e

9 Vendor s Financial Statements CONFIDENTIAL - if requested in RFB Performance Bond if requested in RFB RECOMMENDATION OF AWARD AND SUBMISSION OF CONTRACT Purchasing Policy 3.02C FULL AND OPEN COMPETITION - Formal Competitive Bidding Construction Projects (Over $25,000) Contracts for Road & Bridge Projects SBE Documents, if required Award Letter Prevailing Wage Public Improvement Agreement Sales and Use Tax Construction Contract Exemption Form, if applicable per Section 3 Required Bid Documents Mandatory Vendor Compliance Legal Notice to Bidders (Cuyahoga County Form of Proposal) Non-Collusion Affidavit Worktype Worksheets, if applicable per Section 3 Required Bid Documents SBE Worktype Worksheets, if applicable per Section 3 Required Bid Documents Drug Free Workplace, if applicable per Section 3 Required Bid Documents Project of Similar Complexity, if applicable per Section 3 Required Bid Documents EEOC (Equal Employment Opportunity Commission), if applicable per Section 3 Required Bid Documents Public Works Bid Results Prevailing Wage Determination Cover Letter (with Prevailing Wage Rate sheets) The cover letter n/a if Federally Funded (uses: index code CE for Federally funded projects) state wage sheets are required Bid Guarantee & Contract Bond including Power of Attorney & Financial Statement of Bonding Company and State of Ohio Department of Insurance Certificate of Compliance Railroad Insurance (if project states over the Railroad) Vendor s Financial Statement CONFIDENTIAL if requested in RFB Public Works Bid Tab Sheet Bid Results Tabulation Sheet created by OPD Any additional documents as may be listed in the Proposal Package, (see Section 3 Required Bid Documents ) 9 P a g e

10 RECOMMENDATION OF AWARD AND SUBMISSION OF CONTRACT Purchasing Policy 3.02C FULL AND OPEN COMPETITION - Formal Competitive Bidding Construction Projects (Over $25,000) Contract for Buildings SBE Documents, if required Award Letter Prevailing Wage Public Improvement Agreement, if applicable Sales and Use Tax Construction Contract Exemption Form, if applicable Mandatory Vendor Compliance Legal Notice to Bidders (Cuyahoga County Form of Proposal) Non-Collusion Affidavit Worktype Worksheets, if applicable SBE Worktype Worksheets, if applicable Drug Free Workplace, if applicable Project of Similar Complexity, if applicable EEOC (Equal Employment Opportunity Commission), if applicable Public Works Bid Results Prevailing Wage Determination Cover Letter (with Prevailing Wage Rate sheets) The cover letter n/a if Federally Funded (uses: index code CE for Federally funded projects) state wage sheets are required, if applicable Bid Guarantee & Contract Bond including Power of Attorney & Financial Statement of Bonding Company and State of Ohio Department of Insurance Certificate of Compliance Vendor s Financial Statement CONFIDENTIAL if requested in RFB Public Works Bid Tab Sheet Bid Results Tabulation Sheet created by OPD Any additional documents as may be listed in the Project Manual - see: Article 3, Section B. 2. Bid Proposal Shall Contain the Following Document; and Supplements Cuyahoga County Form of Proposal Purchasing Policy 3.02D FULL AND OPEN COMPETITION - Informal RFP / RFQ (for Contract Less than $25,000) Evaluation Summary Bid Specification Packet 10 P a g e

11 Award Letter Worker s Compensation Insurance Purchasing Policy 3.02E FULL AND OPEN COMPETITION - Formal RFP (Over $25,000) - Contract Tabulation Sheet Evaluation Summary SBE Documents if required (goal set) Bid Specification Packet Award Letter Mandatory Vendor Compliance Non-Collusion Affidavit Vendor s Financial Statements CONFIDENTIAL - if requested in RFP Performance Bond Purchasing Policies 3.02F and G FULL AND OPEN COMPETITION - Formal RFQ (Contract Over $25,000) Tabulation Sheet Evaluation Summary SBE Documents if required (goal set) Award Letter 11 P a g e

12 Mandatory Vendor Compliance Bid Specification Packet Vendor s Financial Statements CONFIDENTIAL - if requested in RFQ Purchasing Policy 3.02H FULL AND OPEN COMPETITION - Formal RFP Revenue Generating Procurement (Over $25,000) Tabulation Sheet Evaluation Summary SBE Documents if required (goal set) Bid Specification Packet Award Letter Mandatory Vendor Compliance Non-Collusion Affidavit Vendor s Financial Statements CONFIDENTIAL - if requested in RFP Performance Bond 3.02I Real Property will be updated at a future date Purchasing Policy 3.03A OTHER THAN FULL AND OPEN COMPETITION Sole Source Purchases (Contract) 12 P a g e

13 Purchasing Policy 3.03B OTHER THAN FULL AND OPEN COMPETITION Government Purchase (Inter-Agency / Intra-Agency Contract) - for Inter-Agency only - for Inter-Agency only if required Purchasing Policy 3.03C OTHER THAN FULL AND OPEN COMPETITION State Contract Contracts (Government Coop see 3.03 E) State Contract Cover Sheet Purchasing Policy 3.03D OTHER THAN FULL AND OPEN COMPETITION Lower than State Contract Purchases (Contract) 13 P a g e

14 Purchasing Policy 3.03E OTHER THAN FULL AND OPEN COMPETITION Government Cooperative Purchase (Contract) Cooperative Purchase Contract Cover Sheet TAC Approval Purchasing Policy 3.03F OTHER THAN FULL AND OPEN COMPETITION (Contract Amendments) Original Contract containing insurance terms Purchasing Policy 3.03G OTHER THAN FULL AND OPEN COMPETITION RFP Exemptions (Contract) 14 P a g e

15 3.03H: Community Rehabilitation Programs Purchasing Policy 3.03I PUBLIC UTILITY 911 SYSTEM (Contract) Mandatory Vendor Compliance 3.03J: Emergency Purchases 3.03K: Legal Notice Purchasing Policy 3.03M PUBLIC NOTICE Draft of Ad Communication Director s approval Purchasing Policy 3.03L COUNTY PROCUREMENT EXEMPTIONS (Contract) At a minimum the following are required additional documents may be required follow purchasing procedure required documents submission list 15 P a g e

16 REQUIRED DOCUMENTS FOR CONTRACT SUBMISSION CHECKLIST Agreement/Contract/Amendment Agreement/Contract Cover Agreement/Contract Evaluation when applicable Agreement/Contract History when applicable Attachments/Exhibits when applicable Legislative Action Request Form 16 P a g e