Competitive Solicitation Methods
1.) Request for Quote
2.) Invitation to Bid
3.) Request for Proposal
Request for Quote (RFQ)
The Purchasing Department must be involved in any competitive purchase from $1,500.00 to $14,999.99.
- The end user must obtain initial quote from vendor and enter request on a requisition.
- Purchasing Department will prepare a RFQ for particular goods or services and will obtain a minimum of three (3) written quotes.
- RFQ is forwarded to various vendors who provide goods or services requested, via facsimile or email.
- Vendors are given a reasonable amount of time to complete the RFQ. It depends on the quantity and/or detail of the product or service requested. The return date and time is stated on the RFQ.
- Once the responses are received, Purchasing analyzes results.
- A purchase order is issued to the lowest responsive and responsible bidder, meeting and/or exceeding the requirements in the RFQ.
- Purchasing Department files all documentation within Department.
Invitation to Bid (ITB)
As previously stated, purchases totaling $15,000.00 or more must be made through a formal Invitation to Bid (ITB). The ITB document is used by SCCPSS to purchase goods or services and should not be construed as an order. The bidder should carefully review the instructions, terms, and conditions of the ITB. All documents should be returned completed, to include signatures and notaries as required. The ITB must be returned to the Purchasing Department on or before the date and time indicated on the cover letter of the ITB. An ITB can be written as an annual contract, meaning SCCPSS can make purchases during the year on an as needed basis with an option to renew. An ITB can also be written as a one-time purchase.
- The end user sends a request to the Purchasing Director, along with specifications, or the goods or service needed.
- The Purchasing Department will work with the end user and prepare the ITB for the goods or service requested.
- The ITB is advertised in the Savannah Morning News and released to SCCPSS website, www.sccpss.com, for a specified amount of time.
Bids and Requests for Proposals are required to be advertised to ensure that potential vendors have knowledge of business opportunities. The Purchasing Department advertises ITB/RFP opportunities in print and on the district website. In addition, the Purchasing Department maintains a database of vendors who have previously done business with the district or who have expressed interest in doing business with the district. The Purchasing Department also mails ITB/RFP packages to vendors in the database.
Bids and Requests for Proposal up to $25,000 are required to be advertised at least once. They can be opened no earlier than 15 days after the first advertisement date.
Bids and requests for Proposals greater than $25,000 are required to be advertised at least twice, one week apart. They can be opened no earlier than 25 days after the first advertisement date.
- The due date/time stated designates the bid “closing.” All responses shall be time stamped upon receipt by the Purchasing Department. Responses will be publicly opened in the presence of two or more Purchasing Officials. Responses received by the deadline indicated are read publicly at the date/time stated in the ITB document. Late responses will not be accepted and will be returned to the bidder unopened.
- An unaudited copy of the bid tabulation is posted to SCCPSS website up to 72 hours after the public bid closing.
- Responses are reviewed, including extensions to unit costs, and they are forwarded to the end user with the bid tabulation for award recommendation.
- For all purchases made through the ITB method, the award is made to the lowest responsive and responsible bidder. This means the bidder who submits the lowest price whose bid meets or exceeds the specifications, terms, and conditions, stated in the ITB. Therefore, the lowest responsible bidder may not always be the bidder who submits the lowest monetary bid. SCCPSS reserves the right to accept that bid which, in its judgment, best serves the interests of the SCCPSS, without regard to the same being the lowest bid. SCCPSS also reserves the right to split the award if in the best interest of the Board.
- Once the recommendation is made, intent to award and denial letters are forwarded to all responding bidders, via facsimile and US Postal Service. Bidders are given five (5) business days to protest the intent to award. All protests are satisfied before the contract is executed by SCCPSS.
- Once the contract has been fully executed, the end user can proceed with purchase.
All new construction and improvements to District property must comply with SCCPSS Administrative Rules FG, DJE, FG‐R, and O.C.G.A. 36-91-1 et.al. This includes any improvements to existing Savannah-Chatham County School District property, whether new construction, modification, alteration or renovation, either interior or exterior in nature. All Construction/Capital Projects with an estimated cost exceeding $15,000.00 must be formally solicited by The Purchasing Department. SCCPSS generally adheres to the Design/Bid/Build (DBB) construction delivery method in compliance with all applicable state school board rules, state and/or federal laws.
All Education Special Purpose Local Option Sales Tax (ESPLOST) new construction and improvements to District property must comply with GDOE, requirements, SCCPSS Administrative Rules FG, DJE, and O.C.G.A. 36-91-1 et.al. The three primary delivery methods in compliance with all applicable state board rules, state and/or federal laws used for ESPLOST Construction Projects are: Design-Bid-Build (DBB), Construction Management/General Contractor (CM/GC) and Design Build (DB). The Board authorizes the Superintendent to provide for procedures in the purchasing process to effectively carry out Board policy FG while following all purchasing laws and regulations as set forth by the State of Georgia and the Georgia Department of Education and other applicable law.
It is the policy of the Board of Education to maximize the utilization of qualified local, minority, and women owned business enterprises (“LMWBEs”) who provide professional services or who serve as prime contractors, subcontractors or suppliers as a part of the District’s facilities construction, maintenance and repair programs. The Board expects that prime contractors on district construction projects will make and document good faith efforts to maximize the utilization of qualified LMWBEs as subcontractors and suppliers. The Board also promotes capacity building within the local construction community and encourages the use of partnerships, teaming and mentorships to provide LMWBEs with relevant and necessary experiences to grow their business.
Rejection of a Bid
The failure of a bidder to observe and follow the instructions and conditions of a bid can constitute grounds for rejection of a bid and/or removal from the list of bidders. The District reserves the right to reject any and all oﬀers submitted in response to any solicitation document, to reject any portion thereof, to accept portions of the oﬀer from several offerors, or to waive any minor irregularity. The District also reserves the right to award a solicitation under the most beneficial economic terms for Savannah-Chatham County Public School System.
Request for Proposal (RFP)
As stated previously, purchases totaling $15,000 or more must be made through a formal solicitation process. The RFP serves to promote fair and just competition while allowing the procuring entity the flexibility in evaluation through weighted criteria, in contrast to competitive bids that are awarded on price alone” (NIGP: The Institute for Public Procurement).
The RFP is the preferred method when specifications are either (1.) not clearly defined or (2.) also include service related elements such as installation and/or support. In general, the RFP process is longer than other types of solicitations because it involves an (often lengthy) evaluation process that may include vendor presentations and extensive negotiation.
The District’s end‐user (school/department) notifies the Purchasing Department of the good/service needed and provides specifications. Procurement staﬀ will work with the end‐user to prepare the RFP document for the particular product or service. During this development stage, the committee responsible for evaluating the responses to the RFP is usually selected.
An announcement of the RFP is then sent to prospective vendors, via fax notification and/or is U.S. Postal Service and is posted to the SCCPSS website and publicly advertised.
The RFP is publicly advertised for a minimum of fifteen (15) calendar days (if under $25,000) and not less than twenty-five (25) calendar days (if more than $25,000). During this time, there may be a pre‐proposal conference, and a question and answer period is identified in the RFP document. All questions pertaining to the RFP must be submitted (in writing) and may be mailed or faxed to the Purchasing Department at (912) 201-7648. The District will respond to all requests for interpretation in the form of a written addendum to the RFP. Copy of such addenda will be mailed or faxed to each offeror receiving a set of documents and posted on the SCCPSS website for equal access to all vendors.
Request for Quote | Invitation to Bid | Request for Proposal