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Public Procurement, Competitive Bid & SAM Debarment Checklist

Verifies competitive procurement integrity, required solicitation steps, and mandatory suspension/debarment screening before awarding contracts using public funds.

2 CFR 2002 CFR 180FARState Procurement Code

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Procurement Planning

  • Are written procurement procedures maintained consistent with applicable federal and state rules? *
  • Was the correct procurement method selected based on dollar thresholds (micro-purchase, small purchase, sealed bid, proposals)? *
  • Was unnecessary or duplicative purchasing avoided and need documented? *

Full & Open Competition

  • Was the procurement conducted to provide full and open competition? *
  • Were solicitation specifications written to avoid unduly restrictive requirements? *
  • For sealed bids, was the invitation publicly advertised and bids opened publicly? *
  • Was the award made to the responsible bidder with the lowest responsive bid (sealed bidding)? *

Cost / Price Analysis & Documentation

  • Was an independent cost or price analysis performed for procurements over the simplified acquisition threshold? *
  • Is the basis for contractor selection and rejection of bids documented in the procurement file? *
  • Was a sole-source (noncompetitive) justification documented if competition was not used? *

Conflict of Interest & Integrity

  • Is a written standards-of-conduct / conflict-of-interest policy applied to procurement staff? *
  • Were gifts/gratuities from bidders disclosed and prohibited where required? *
  • If a contractor was involved in developing the specifications, was the resulting organizational conflict of interest addressed? *

Suspension & Debarment Screening

  • Was the vendor verified as not suspended, debarred, or excluded prior to award? *
  • Is documentation of the SAM.gov exclusion check retained in the contract file? *
  • For covered transactions over $25,000, was a lower-tier certification or clause included? *
  • Date the exclusion status was verified: *

Required Contract Provisions

  • Are all applicable Appendix II contract provisions included (e.g., termination, Equal Opportunity, Byrd Anti-Lobbying)? *
  • Are domestic-preference (Buy American) requirements addressed where applicable? *
  • Is contractor performance documented to support future responsibility determinations? *

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