How To Respond To

A Bid/RFP
AASBO Spring Conference
April 05, 2012
Gary Barkman, Buyer
Bill Munch, Director of Purchasing
Mesa Unified School District #4
gabarkma@mpsaz.org
blmunch@mpsaz.org

Vendor Registration
Individual School Districts

http://www.azed.gov/school-district-web-sites/

Greater Phoenix Purchasing Consortium of

Schools (GPPCS)

http://www.ajusd.org/departments.cfm?subpage=370725

AZ Purchasing

http://www.azpurchasing.org/

State Procurement Office (SPO)

ProcureAZ

http://spo.az.gov/ProcureAZ/default.asp

Mohave Educational Services Cooperative

(MESC)

http://www.mesc.org/bidder_signup.html

The Cooperative Purchasing Network

(TCPN)

http://www.tcpn.org/

Bids/RFPS

Whats the Difference?

Bids and proposals are used to make purchases
with costs above the competitive sealed threshold

Bids are

Proposals are

Formal requests for offers

from the school district.

Formal requests for offers

from the school district.

Formal offers from vendors.

Formal offers from vendors.

Firm as received. No
negotiation is allowed.

Subject to revision by
means of best & final offers.

Awarded to the lowest

Awarded to the vendor whose
responsible and responsive
proposal is determined to be
bidder.
most advantageous to the
District,

Utilized most often for

commodity or services
purchases where the
requirements can be clearly
defined and award is based
primarily, but not solely, on
price.

Utilized most often for commodity

or services purchases where the
requirements are not clearly
defined and award is based
primarily on factors other than
price.

Awards of Bids (IFB)

Awarded to the lowest responsible (bidder who

has the financial resources, personnel, facilities, integrity,

and overall capability to complete a contract successfully)
and responsive (a bid which meets all the terms,
conditions and specifications of the IFB) bidder whose

bid conforms in all material respects to the

requirements and evaluation criteria set forth
in the IFB.
Only objectively measurable criteria shall be
applied in determining the lowest bidder:
transportation cost, energy cost, ownership
cost or other identifiable costs, lead time,
delivery within number of days ARO.
Cannot award to a bidder submitting a higher
quality item than that designated unless the
bidder is also the lowest responsive and
responsible bidder.

Samples
Samples of items, when requested,

furnished free of charge

if not destroyed will, upon request, be returned at the bidders

expense

Label individual sample

bidders name

manufacturers brand name and number

Bid/RFP number

item reference

DO NOT submit samples unless you

are specifically requested to do so

Award of Proposals (RFP)

Awarded to the vendor whose
proposal is the most advantageous
to the school district
means in the best interest of the
school district; does not necessarily
mean lowest bid/cost
Evaluation Criteria
listed in relative order of importance
point value or weighted value

Evaluation Criteria
Representatives of the District will evaluate the proposals and
determine which proposals are acceptable and which are
unacceptable for further consideration. If multiple proposals are
determined to be acceptable for further consideration, the
District reserves the option to call for and enter into discussions
(interviews) with the firms considered most likely to meet the
requirements for the purpose of negotiations, on pricing and/or
other portions of the proposal, if considered by the District to be
in the best interest of the District.
The evaluation criteria are listed below in relative order of
importance.
Districts assessment of the offerors:
A.

Abilities: to meet and satisfy the needs of the District, taking into
consideration additional services, specialized services or expertise
offered that exceed the requirements, or the vendors inability to
meet some of the requirements of the specifications.

A.

Qualifications: to provide the District with these services for the

required period of time, provide appropriate staffing, provide
necessary resources and show a history of demonstrated competence
in providing these services to other school districts.

A.

Cost: While cost is a significant factor in considering the placement of

the awards, it is not the only factor. The award will not be based on
price alone, nor will it be based solely upon the lowest fees submitted.

A.

Response to the proposal in clearly stating and understanding the scope

of work, and in meeting the requirements of the RFP.

Evaluation Criteria (Cont.)

Evaluation
Representatives of the District will evaluate the proposals and determine
which proposals are acceptable and which are unacceptable for further
consideration. If multiple proposals are determined to be acceptable for
further consideration, the District reserves the option to call for and enter
into discussions (interviews) with the firms considered most likely to meet the
requirements for the purpose of negotiations, on pricing and/or other portions
of the proposal, if considered by the District to be in the best interest of the
District.
The evaluation criteria are listed below in relative order of importance.
Districts assessment of the offerors:
1.

Pricing/Warranty While cost is a significant factor in considering the

placement of the awards, it is not the only factor. The award will not be based
on price alone, nor will it be based solely upon the lowest fees submitted. Please
provide warranty information.

1.

Qualifications/Experience of the offeror, Financial and otherwise, to provide

the District with these services for the required period of time, provide
appropriate staffing, provide necessary resources and show a history of
demonstrated competence. Please list the name of each technician, number of
years of experience in installation of complete systems and new components.

1.

Response/Service Time for Technical Support. Response time is defined as the

time between the initial call and return response for support. Vendors should
indicate their average response time for technical support calls in their
proposal.

1.

On-site Training. Your response should include the number of hours that are
provided for on-site training for initial package installations and for future onsite training as needed.

1.

Responsiveness of the Proposal in clearly stating and understanding the scope of

work, and in meeting the requirements of the RFP.

1.

Value Added Services. Districts assessment of the offerors abilities to meet

and satisfy the needs of the District, taking into consideration additional
services, or expertise offered, that exceed the requirements of the
specifications.

Specifications
Brand name or equal Manufacturers name
or catalog number is used to describe the
standard of quality, performance or other
characteristics to meet the districts
requirement, and provides for submission of
equivalent products.
Brand name specification limited to one or
more items by manufacturers names or
catalog numbers. District determines that
only the identified brand name item will
satisfy the needs. (i.e. interscholastic
footballs, locks)
Proprietary specification having the
exclusive right to manufacture and sell an
item, and excludes other materials with
similar quality, performance or functional
characteristics. (i.e. Apple OS needed for
some programs).

Pre-Bid Conference
When:
Unfamiliar products or services
Complicated procurements
Solicitations resulting in a
number of vendor questions
Why:
Opportunity to ask questions in a
public forum
Provide clarification of the
solicitations requirements
Determine if the solicitation
should be revised - Addendum

Piggybacking?
Using competitive Bids/RFPs obtained
by other governmental entities
municipals, county, state, federal
governmental agency, purchasing
cooperatives.
Avoid the time consuming process of
soliciting bids for the same commodity
or service.
Obtain economies of scale.
Potential volume identified
Vendor can choose not to open bid to
others.

Response Preparation
Read the solicitation.
Mandatory vs. permissible language.
Submit questions to the contact
person identified in the solicitation.
Do not rely on verbal response wait
for the addendum.
Is there a pre-bid conference and is
it mandatory?
Submit your response on the forms
provided or their substantial
equivalent.

Response Preparation
(Cont.)
Note any exceptions or deviations to
the specifications.
All prices and notations must be
printed in ink or typewritten. No
erasures permitted. Errors may be
crossed out and corrections printed in
ink or typewritten adjacent, and must
be initialed in ink by person signing
bid.
Indicate any part of the submittal
that should be considered
confidential.
Include a copy of any proposed
contract.
Sign Offer & Acceptance.

Offer and Acceptance

OFFER AND ACCEPTANCE

Tab 3

CERTIFICATION
By signature in the Offer section below, the offeror certifies:
1. The submission of the offer did not involve collusion or other anti-competitive practices.
2. The offeror shall not discriminate against any employee or applicant for employment in violation of State
Executive Order 99-4, 2000-4 or A.R.S. 41-1461 through 1465.
3. The offeror has not given, offered to give, nor intends to give at any time hereafter any economic opportunity,
future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection
with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause
shall result in rejection of the offer. Signing the offer with a false statement shall void the offer, any resulting
contract and may be subject to legal remedies provided by law.
4. The Offeror warrants that it and all proposed subcontractors will maintain compliance with the Federal
Immigration and Nationality Act (FINA), A.R.S. 41-4401 and A.R.S., 23-214 and all other Federal
immigration laws and regulations related to the immigration status of its employees which requires compliance
with federal immigration laws by employers, contractors and subcontractors in accordance with the E-Verify
Employee Eligibility Verification Program.
5. In accordance with A.R.S. 35-392, the Offeror is in compliance and shall remain in compliance with the Export
Administration Act.
6. In accordance with A.R.S. 35-391, the Offeror does not have scrutinized business operations in Sudan.
7. In accordance with A.R.S. 35-393, the Offeror does not have scrutinized business operations in Iran.
8. In accordance with A.R.S. 15-512, the offeror shall comply with fingerprinting requirements unless otherwise
exempted.
The Undersigned hereby offers and agrees to furnish the material, service or construction in compliance with all terms,
conditions, specifications, and amendments in the Solicitation and any written exceptions in the offer.

Arizona Transaction (Sales) Privilege Tax License Number:

__________________________________________

For clarification of this offer, contact:

Name: _____________________________

Federal Employer Identification Number___________

Phone:______________________________

Fax: _______________________________
Tax Rate: _________________________________%

E-Mail: _____________________________

_________________________________________

___________________________________

Company Name
Signature of Person Authorized to Sign Offer
_________________________________________
___________________________________

Address
Printed Name
_________________________________________
City
State
Zip
Title

ACCEPTANCE OF OFFER
The offer is hereby accepted.

___________________________________

The Contractor is now bound to sell the materials or services listed by the attached contract and based upon the
solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractors Offer as accepted
by the School District/public entity.

This contract shall henceforth be referred to as Contract No._____________________________________.

The Contractor has been cautioned not to commence any billable work or to provide any material or service under this
contract until Contractor receives purchase order, contract release document, or written notice to proceed.

Awarded this _________ day of _________ , 20XX

_______________________________________________
SIGNATURE

AUTHORIZED

Offer and Acceptance

Sign the Offer and Acceptance
Authorized Signer
Submit an Original Signature
Acceptance of Offer section
is completed by the District
Note the Certifications

Response Submittal
Submit your response on time. Late submittals will
be rejected.
Do not fax response.
Seal the package.
Clearly indicate the name of the solicitation,
solicitation number, and due date and time on the
outside of the submittal package.
Ensure vendor name and address is shown on outside
of submittal package.
One more time,
SUBMIT YOUR RESPONSE ON TIME!

Modifications & Withdrawals

Allowed at any time before
opening if received at
specified location prior to
due date and time.
If retrieved after it has
been time and date stamped,
it is no longer officially
received.

Mistakes After Bid Opening

The District shall either waive minor
informalities in a bid or allow the
bidder to correct them if correction is
advantages to the District.
A mistake based on an error in
judgment may not be corrected or
withdrawn and vendor is obligated to
perform.
If a bid mistake and the intended bid
are evident on the face of the bid, bid
may not be withdrawn but shall be
corrected to the intended bid.

Bid Withdrawal
Withdrawal permitted if:
Nonjudgmental mistake is evident on the
face of the bid but the intended bid is
not evident; or
Bidder establishes by clear and convincing
evidence that a nonjudgmental mistake
was made.
Mistakes cannot be corrected after
award of the contract except where the
school district determines that it would
be unconscionable not to allow the
mistake to be corrected.

Gratuities
It is not only unethical but illegal
for any person to give, offer or
agree to give any purchasing
employee, or for any employee to
solicit, demand, accept or agree to
accept from another person a
gratuity or an offer of
employment in connection with
influencing any decisions.

How To Respond To
A Bid/RFP

QUESTIONS?
QUESTIONS?
QUESTIONS?