Request for Proposal Checklist

  • Remember, the entire process can take 4 weeks to 3+ months.

    • Bullets are informational       _____ Blanks are tasks to be completed

_____ Develop Content

  • Work with purchasing to create:

    _____ Statement of work

    _____ Evaluation criteria

    _____ Any special terms and conditions

    _____ Other attachments from the Purchasing Office

_____ Estimate Total Cost

  • _____ Advertise for two weeks if greater than $100,000

_____ Determine Timeline

  • Full process can take 4 weeks to 3+ months.

    • Posting time varies according to cost
    • Evaluation time varies
    • Some require board approval
    • Contracts take 1-6 weeks to execute

_____ Finalize

_____ Recommend Vendors

    • Share appropriate vendors with purchasing
    • Notice will be sent to vendor when solicitation is published

_____ Develop Selection Team

  • _____ Minimum of three people

    • SPPS staff (preferred)
    • Parents, community business leaders, other stakeholders (permitted)

    _____ Evaluate received offers

_____ Pre-Approval Conference

_____ Respond to Questions

    • Purchasing accepts vendor questions and protests
    • In writing or over phone

    _____ Addendum to RFP, if needed

_____ Evaluate Proposals

    • Purchasing must review for minimum requirements
    • Chair the evaluation team

    _____ Individually evaluate proposals

    _____ Meet to determine consensus

_____ Recommendation

  • _____ Forward memorandum to purchasing manager

    • Evaluation scores for all proposals
    • Strengths, weaknesses, noncompliance

    _____ Submit for Board of Education approval

_____ Notify Proposers

    • Handled by purchasing

_____ Negotiation

  • _____ Develop and generate contract with purchasing

_____ Monitor Performance

  • _____ Work with purchasing on problems or conflicts 

_____ Participate in Renewal

  • _____ If necessary

Last Modified on January 18, 2019