Please review:
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)
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.
- 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.
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
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