Transcript TUSD - Technology Oversight Committee

School District Purchasing
Purchasing Authority
Arizona Statutes
 Arizona Administrative Code
 Primary source for the “school district
procurement code”
 Bids, sole source, emergencies
 USFR – for purchases under bid threshold
 Governing Board policies & regulations
 District procedures
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Bid Thresholds
Under 5,000 - no formal competition, use
catalog, past experience
 5,000 to 15,000 – 3 verbal quotes
 15,000 to 32,899 – 3 written quotes (RFQ)
 Over 32, 899 – formal solicitations (RFP,
IFB)
 Bid threshold adjusted annually by DOE
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Types of Purchases Over Bid
Threshold To Governing Board
Sole Source (Copyrighted, patented)
 Emergency (To protect health, safety of
student or employees or to protect equip)
 Existing Cooperatives
 State of Arizona, Mohave, GPPCS, US
Communities, TCPN, SAVE
 Formal Solicitations (RFP or IFB)
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Formal Solicitations
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Invitation for Bids
 Use for easily specified equipment
 Awarded to low bidder
 Little to evaluate
Request for Proposals
 Use when there are alternative methods or
solutions to achieve results
 Awarded to the most advantageous offer, i.e.
the best solution
 May be awarded to offers at higher costs
 Requires evaluation and scoring
Formal Solicitation Procedures
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Generally same for IFB or RFP; method for award
is difference
Approval for issuance obtained
Scope of work created
 Previous solicitations
 Samples from other districts or public entities
 Drafting thru committee
 Consultants
 Medical insurance or other complex
Formal Solicitation Procedures
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Insert terms and conditions and boilerplate
Send to registered bidders (bidders list)
 Other potential bidders as recommended by
users, other districts, consultants
Out for bid for 14 days or more
Specified time and date for public opening
 IFB name and prices are read publicly
 RFP only name is read.
 All other information is confidential until
award
Formal Solicitation Procedures
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Bids/offers are checked for responsiveness
 Everything included and signed, bids on time,
samples included, bid bonds, licenses
IFBs checked for low bidder
 User asked to check if product bid meets the
minimum specifications
RFP given to committee for evaluation
 Committee of one or more persons
 Construction and A&E have additional
requirements - registered architect, number of
members
Evaluation Committee
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Chaired by department head or designee
Using department recommends members
 Conflict of Interest
Evaluation criteria jointly decided between using
department and purchasing department
Code states all “information contained in the
proposals shall be confidential as to avoid
disclosure. . . during the process of negotiation”
Board Award
What is being purchased
 Who bid
 When opened, number of vendors
notified, number of vendors responding
 Best Price/Quality
 List of Committee Members
 Evaluation Criteria used
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Formal Solicitation Award
 Legal
review of additional contracts
and agreements
 Offer and Acceptance is signed,
purchase order cut, notifications to
unsuccessful sent, paper organized, file
 After award, all information is public
Protests
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Vendor may file protest with District
representative (Director of Purchasing Services)
District has 14 days to respond
All offerors are notified of protest
District response made
Options – cancel contract, continue award, rebid, reject protest, other
Certified letter response sent.
Vendor may appeal to Governing Board
Protest Appeal
Must be filed within 10 days to District
representative
 Must set forth the information required
for bid protest;
 Must articulate the precise factual or
legal error in the decision of the District
Representative.
 District Representative notify Governing
Board and other parties within 3 days
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Protests Appeal
 District
to provide hearing officer
 District to provide response to appeal
to hearing officer within 7 days
 Case is heard IAW R7-2-1181
 Governing Board sustains or rejects
appeal.
Post Award
Post award conference
 Administration
 Period reviews with users and vendor
 Price increases/decreases, product
changes
 Business change of name or ownership
 Annual renewals
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Questions?