22.16 Procurement file documentation requirements
The procurement file for competitively sealed bid procurements should contain:
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A copy of the printed IFB document
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Proof of posting – eVA
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Bid tabulation
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Signed, original tabulation sheet
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Identification of date, time and place of bid opening and attendees
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List of all bids received
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List of bids ranked numerically with the lowest bidder at number one
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Documentation of any negotiations
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Any bid protest correspondence
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Documentation to support the inability to set-aside the procurement for a small business or a small business owned by a disabled veteran. Documentation of factual support explaining why a bidder is determined to be nonresponsive or non-responsible, including any protest/decision documentation and evidence of having supplied written notification to bidder
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Documentation showing verification of non-debarred status with the DGS Commonwealth debarred list and with the federal EPLS system
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Documentation covering receipt and disposition of samples
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Documentation as to any amendments, cancellations, denial of bid withdrawals, etc.
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