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Saint Paul Public Schools, District 625
360 Colborne Street
Saint Paul


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Request for Proposal Checklist

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 $175,000

_____ 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-proposal Conference (if needed)

_____ 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

See Request for Proposal procedure for full details and steps.