SECTION 5 – COMPETITIVE PROCUREMENTS - Rockwall ISD

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Rockwall Independent School District (RISD) Purchasing ManualThe Request for Proposals and Competitive Sealed ProposalsCompetitive Sealed Proposal must be used for award of a construction contractNewspaper Advertisement is identical to competitive biddingNotice to Proposers is identical to competitive biddingImpartiality and equal access and opportunity is identical to competitive biddingBelow is an example of a RFCSP process. It may also be used for a RFP, with appropriatemodifications made to accommodate the less structured requirements of that method.Competitive Sealed ProposalsThe use of a RFCSP shall be determined by a responsible purchasing authority who determinesthat the use of competitive sealed bidding is either not practicable or not advantageous to thedistrict (for construction services use of this method must be determined by the board of trusteesbefore the advertisement for proposals).Terms and conditions are identical as those for competitive bidding except any reference to bidsor proposers should be changed or interpreted as offers or offerors. Additionally, anythingaddressing the finality of the offer needs to be disregarded because proposals are negotiable.Competitive Sealed Proposals Document ElementsThe following items are necessary in the preparation of a proposal document and in requestingproposals. Note: It is important to note that each element must be appropriately structured tosuit the items or services bid.Newspaper AdvertisementNotice to ProposersInstructions to OfferorsGeneral ConditionsResponsibilities of OwnersSpecifications including Evaluative Criteria and Relative WeightsOffer Form- 25 -
Rockwall Independent School District (RISD) Purchasing ManualFelony Conviction NoticeConflict of Interest QuestionnaireCertification FormVendor Award CriteriaUnder Texas Education Code 44.031 (b), except as provided by this subchapter, in determiningto whom to award a contract, the district may consider:1. The purchase price;2. The reputation of the vendor and of the vendor‘s goods or services;3. The quality of the vendor‘s goods or services;4. The extent to which the goods or services meet the district‘s needs;5. The vendor‘s past relationship with the district;6. The impact on the ability of the district to comply with laws and rules relating tohistorically underutilized businesses;7. The total long-term cost to the district to acquire the vendor‘s goods or services; and8. Any other relevant factor specifically listed in the request for bids or proposals. Factorsthat the district may consider under this criteria would include:NegotiationVendor response timeCompatibility of goods/products purchased with those already in use by the district.Negotiation is the most difficult part of the Request for Competitive Sealed Proposal/Proposalprocess, and the most difficult to control. From the beginning of the process through contractaward, it must be made clear to vendors and using departments/campuses that designatedperson(s) may do the negotiation for the district.Negotiation is subject to the same guidelines as any purchasing action: impartiality and equalopportunity to compete.- 26 -
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SECTION 5 – COMPETITIVE PROCUREMENTS - Rockwall ISD

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