Skip To Main Content

Toggle Close Container

Triggers Container

Toggle Schools Canvas

Toggle Site Info Canvas

Mobile Translate

Mobile Main Nav

Mobile Utility

Header Holder

Header Right Column

Header Right Top

Toggle Schools Canvas

Toggle Site Info Canvas

English

Utility Nav - Desktop

Header Right Bottom

Toggle Search Canvas

Toggle Canvas Menu

Canvas Menus

District Canvas Menu

finder

school & Program

Site Info Canvas

spps

Get in Touch with

contact us

Saint Paul Public Schools, District 625
360 Colborne Street
Saint Paul
MN
55102

Telephone

Get In Touch Navigation

Search Canvas

Horizontal Nav

Breadcrumb

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.