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%