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

• Work with Purchasing Office

_____ 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.