SECTION 5 – COMPETITIVE PROCUREMENTS - Rockwall ISD

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Rockwall Independent School District (RISD) Purchasing Manualimpossible or impractical and awards are limited to the least number of suppliers necessary for aworkable contract.Multi-Step Competitive Bidding: A competitive process calling for separate submissions of atechnical proposal (which may be negotiated) as the first step or steps of the process followed bya call for non-negotiable competitive price bid as the final step.Non-responsive Bid: A bid that does not conform to the essential requirements of the invitationfor Bids; nonconforming bid; unresponsive bid.Option to Renew: A bid/proposal clause that allows a party to elect to re-institute thebid/proposal for an additional term.Performance Bond: A contract of guaranty executed subsequent to award by a successfulbidder to protect the district from loss due to vendor‘s inability to complete the bid/proposal asagreed.Performance Record: Record to indicate a supplier's ability to keep delivery promises andreliability, together with consistency of quality and performance of the products and servicesfurnished.Performance Specifications: Where the goods and/or services are described in terms ofrequired performance. They may include such details as required power, strength of material,test methods and standards of acceptability and recommended practices.Pre-Bid/Proposal Conference: A meeting scheduled in a solicitation for the purpose ofproviding clarification as needed. Substantive questions raised at a pre-bid conference areanswered in writing and may modify the solicitation.Procurement: The procedures for obtaining goods or services, including all activities from theplanning steps and preparation and processing of a requisition, through receipt and acceptance ofdelivery and processing of a final invoice for payment. The acts of preparing specifications,evaluating bids or proposals, making awards, and administering contracts are involved; in somecontexts property management is implied.Professional Services: Often technical, and/or unique functions performed by independentcontractors whose occupation is the rendering of such services. While not limited to licentiates,the services are considered "professional," and the contract may run to partnerships, firms, orcorporations as well as individuals. Examples of professional services include medicine and themedical arts, architectural and engineering services, management and systems consultation,research, and the performing arts.Proposal: The executed document submitted by an offeror in response to a Request for Proposal(and the basis for subsequent negotiation).173
Rockwall Independent School District (RISD) Purchasing ManualProposal Evaluation Criteria: Factors, usually weighted, relating to management capability,technical capability, manner of meeting performance requirements, price and other importanceconsiderations used to evaluate which proposer in a competitive negotiation has made the mostadvantageous offer.Purchase Order: This document serves as a formal order for goods, materials and/or servicesfrom a vendor. A purchase order, once approved, is a binding commitment for a district to remitpayment to the vendor after the item(s) and an invoice are received by the district. Acceptanceof a purchase order by the vendor constitutes a contract.Quotation: A statement of price, terms of sale, and description of goods or services offered by aprospective seller to a prospective purchaser, usually for purchases below the amount requiringformal bidding; the stating of the current price of a commodity, or the price so stated.Request for Information (RFI): The document used in informal, uncompetitive solicitation ofinformation, data, comments, or reactions from possible suppliers preceding the issuance of aRequest for Proposals or a multi-step bidding procedure.Request for Proposal (RFP): (1) All documents, whether attached or incorporated by reference,utilized for soliciting (competitive) proposals. The RFP procedure permits negotiation ofproposals and prices as distinguished from competitive bidding and an Invitation for Bids. (2)The solicitation document used in the competitive negotiation process. The procedure allowschanges to be made after proposals are opened and contemplates that the nature of the proposalsand/or prices offered will be negotiated prior to award.Requisition: A requisition is an internal document by which a campus or department of thedistrict requests the purchasing department to initiate a purchase order. It is a request generatedelectronically (through use of the automated system AS-400) for the purchase of supplies,services, equipment, etc. A requisition is an un-approved purchase order. No purchasingcommitment shall be made without an approved purchase order.Responsible Bidder: A person who has the capability in all respects to perform in full the bidrequirements, and the integrity and reliability which will assure good faith performance.Responsive Bidder: (1) A person who has submitted a bid which conforms in all materialrespects to the Invitation for Bids. (2) One whose bid conforms in all material respects to theterms and conditions, the specifications and other requirements of the Invitation for Bids.Sealed Bid: A bid which has been submitted in a sealed envelope to prevent its contents beingrevealed or known before the deadline for the submission of all bids: usually required by law orrule on major procurements, to enhance fair competition.Separate Purchases: Purchases, made separately, of items that in normal purchasing practiceswould be made in one purchase.174
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SECTION 5 – COMPETITIVE PROCUREMENTS - Rockwall ISD

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