Bid Checklist and Forms

Please review:

• TIMELINE FOR SUBMISSION OF CONTRACTS
• DECISION TREE
• IRS CHECKLIST
• PROCUREMENT METHOD

CHECKLIST – Forms required for contract processes! 
DOCUMENTS TO BE COMPLETED TO ADVERTISE A SOLICITATION

• Submission Form 
• Advertisement Letter – Independent Contractor (include ad letter if program requires for UNDER $75,000)
• Advertisement Letter – Contract Worker RFA Template
• Facilitator Agreement

Solicitation for a REQUEST FOR INFORMATION (RFI)

• RFI Template 

Solicitation for a REQUEST FOR APPLICATION (RFA)

• Tentative Timeline Checklist – Checklist designed to assist with the development of a tentative timeline for the RFA packet.
• RFA Template – Over $75,000 per fiscal year (Updated Travel Policy)
• Pay Rate Determination Form 
• Rubric Sample

Solicitation for a REQUEST FOR PROPOSAL (RFP) or REQUEST FOR QUALIFICATIONS (RFQ)

• Tentative Timeline Checklist – Checklist designed to assist with the development of a tentative timeline for the packet. This form must accompany each request amount OVER $75,000.
  • RFP Template 
  • RFQ Template
  • Petition for Relief from Bidding
  • Evaluator Committee Certification Form 
  • Rubric Sample 

• Tentative Timeline Checklist- Checklist designed to assist with the development of a tentative timeline for the packet. This form must accompany each request amount UNDER $75,000.
  • RFP Template
  • RFQ Template
  • Rubric Sample

Solicitation for an INVITATION FOR BID (IFB)

• Tentative Timeline Checklist – Checklist designed to assist with the development of a tentative timeline for the IFB packet. This form must accompany each request OVER $75,000
• Tentative Timeline Checklist – Checklist designed to assist with the development of a tentative timeline for the IFB packet. This form must accompany each request UNDER $75,000.

• IFB Template – Personal and Professional Services

See Purchasing for the timeline and templates below: 

• Tentative Timeline Checklist – Checklist designed to assist with the development of a tentative timeline for the IFB packet.
• IFB Template – Exempt commodities/services requiring SBE approval only with NO oversight agency
• IFB/Template – Commodities OVER $50,000
  • Reverse Auction – Bidder’s Guide (Please include guide as Attachment 1 to the solicitation.)

Solicitation for a REQUEST FOR QUOTE (RFQuote)

• RFQuote GUIDE
• RFQuote Form – (Service e.g., speakers, simple scopes of work)
• RFQuote Form – (Trade services e.g., painters, electricians, movers)
• RFQuote Form – Student Organizations (Service e.g., speakers, simple scopes of work)

SOLICITATION QUESTIONS & ANSWERS

• Acknowledgement of Amendment Form 

EVALUATION FORMS TO BE OBTAINED BY THE REQUESTING OFFICE, if applicable: 

• Evaluation Plan Procedures  – Under $75,000
• Evaluation Plan Procedures – Over $75,000
• Independent Evaluation Plan Procedures
• Applications/Proposals/Qualifications Not Evaluated Form
• Evaluator Sign-In Sheet
• Conflict of Interest Form – Under $75,000
• Conflict of Interest Form – Over $75,000
• Confidentiality Form
• Evaluator Tally Sheet – Under $75,000 and RFA Over $75,000
• Evaluator Score Sheet – Over $75,000
• Evaluation Committee Report – Over $75,000
• End-of-Review Form

AWARD or NON-AWARD OF CONTRACT(S)

• Notice of Intent to Award – must be posted at least 48 hours prior to notifying vendor of the award
• Award Letter
• Award Letter – List of Providers
• Non-Award Letter
• Non-Award Letter – Over $75,000
• Rejection/Cancellation Letter – Over $75,000
• QUOTE Award
• QUOTE non-Award
• Debriefing Form – PPRB awards only

DOCUMENTS REQUIRED FOR SBE APPROVAL FOR CONTRACT AWARDS

• List detailing the amount awarded to each contractor for multiple contract awards
• List detailing the number of proposals received, rejected (reason), evaluated, awarded and not awarded (reason)

SOLE SOURCE

• Justification Form
• Sole Source Determination Form
• RFQuote Form – review the applicable forms above
  • Vendor Quote – received from the vendor
  • Draft Contract – Independent contract

EMERGENCY

• Justification Form 
• Emergency Letter – signed by the Superintendent of Education
• RFQuote Form – review the applicable forms above
  • Vendor Quote – received from the vendor
  • Draft Contract – Independent contract

How to submit a contract request for processing:

DESIGNATED EMAIL SUBMISSION OF PACKET