Formal Solicitations
For Goods & Services purchases that exceed $150,000
And for goods and services price agreement contracts

Policy
Purchases of Goods and Services, including Personal Services, that are estimated to exceed $150,000 require a formal advertised solicitation process performed by Purchasing.

The Purchasing Department will work with the Cost Center to complete these processes:

• Invitation to Bid (ITB):If the selection is based on price, an ITB is used.
• Request for Proposal (RFP): If other criteria are to be considered, such as customer service or experience, an RFP may be used.
  

Purchase Process: Need --> Funding --> Quote/Bid --> Contract --> Delivery/Performance --> Payment

• Step 1 - Identify the need:
  
• What is needed, for what purpose?
• What is the estimated cost?
  
• Are funds available?
  
• Has the Cost Center Administrator approved?
  

• Step 2 - Develop a Statement of Work and (or the evaluation criteria for an RFP):
• The Who/What/When/Where/How of the needed good(s)
• This is precise description of the physical or functional characteristics
  
  
• Step 3 - Submit a Bid Info Form to Purchasing
• The Cost Center must appoint a District Representative (Project Manager).
  
  
• Step 4 - Purchasing creates solicitation document
  
• FYI: Solicitation Templates
• The front-end solicitation documents are created by the Purchasing Department for the District Representative.
  
• If you know of vendors to send the solicitation to, provide name, fax, Email etc to Purchasing
• A draft of the solicitation document is forwarded to the District Representative who finalizes the document* (see yellow highlighted areas in the solicitation document).
• When a legal advertisement is required, it is issued to the Daily Journal of Commerce and paid for by the Purchasing Department.

• Step 5 - Choose the Vendor - working with Purchasing after bids or proposals are received, evaluate the vendor offers to select the vendor that best meets your needs: lowest price, best delivery, etc. in accordance with the established selection criteria (evaluation factors).
  

• Step 6 - Contract process:
• If a requirements type contract, Purchasing has Vendor sign a Price Agreement contract. Then each Cost Center creates IFAS PR to PO to Vendor
• If a 'fixed quantity' type contract, Cost Center creates IFAS PR to PO to Vendor
• see the PR Manual
  
  
• Step 7 - Vendor performs: Know your 'Rights': You want:
  
• the right service
  
• delivered at the right place
  
• at the right time
• in the right condition (the way you want it)
• in the right quantity (time/hours, reports/results/deliverables)
• at the right cost
• to the right customer (end-user)
  

• Step 8 - Change Order Procedure -To increase the dollar amount of a PO in this category:
• See change order page for additional information
• Communicate with the vendor (usually the vendor calls you with a price change)
• Negotiate with the vendor regarding the change
• ENSURE that the amount of the change does not exceed 25% of the original PO amount
  
• Email the Purchasing Department: purchasing@beaverton.k12.or.us to change the PO, for complete details see the PR Manual

• Step 9 - Payment:
  
• The Vendor will issue and invoice
• The amount must match the quote
  
  
• Step 10 - Contract close-out. Cost Center receives PO online with IFAS

• Step 11 - Troubleshooting. If anything goes 'sideways' contact Purchasing immediately.
  

ORDERS TO VENDORS MUST NOT BE MADE OVER THE PHONE . . . ALWAYS use a District PO.

Note on 'Bid Shopping':
Never tell Vendor "A" what Vendor "B" quoted until after you have awarded the order. Doing this is called bid shopping, and is unethical. A Vendor may attempt to persuade you to give an order to him/her, after you divulge their competitions' pricing, by offering a lower price. DO NOT allow any vendor to attempt to re-quote their price - they should have quoted the best price the first time!

	Purchasing Home
	"Find it" Page