• Formal Procurements - RFPs and ITBs

    Solicitation Forms and Templates - Commonly Used

    The Request for Development is used to initiate a Formal Solicitation Process, such as a Request for Proposal. The dollar thresholds which trigger formal solicitation are: 

    • Personal Services: $150,000 & over
    • Goods & Services: $150,000 & over
    • Architectural, Engineering, Photogrammetric Mapping, Transportation Planning, or Land Surveying & Related Services: $250,001 & over
    • Public Improveements & Public Works: $100,000 & over

    The Request for Formal Development Form provides Purchasing & Contracting pertinent information to start the solicitation process including defining a scope of work, establishing solicitation team members and ensuring appropriate department approvals.   

    The Request for Proposal solicitation is generally used to procure services, goods and personal services when a combination of proposer evaluation metrics are necessary. A Request for Proposal generates proposals indicating how a proposer will meet the needs of the District. This is a flexible method of procuring that is generally used for complex procurements. After evaluation, the highest scoring proposer is awarded a contract. 

    The multi-step Sealed Proposal process is a phased procurement process that seeks necessary information or un-priced technical Proposals in the first phase and invites Proposers who submitted technically qualified Proposals in the first phase to submit Competitive Sealed Price Proposals on the technical Proposals in the second phase.

    Price Proposals will be considered only in the second phase from those Proposers whose un-priced technical Proposals are found qualified in the first phase. 

    The Contract shall be awarded to the responsible Proposer submitting the most advantageous Proposal in accordance with the terms of the solicitation document applicable to the second phase.

    Specifically used for Architectural, Engineering, Land Surveying and related services, the qualifications based process includes the evaluation of Consultant qualifications to determine a ranking of Consultants for negotiations. Price or a Consultant's cost proposal is not requested until negotiations begin with the highest ranked Consultant. As such, the District is not allowed to evaluate price as part of the Consultant's initial Proposal.

    An Invitation to Bid solicitation is generally used to procure Goods. Evaluation is based solely upon price with bidders meeting mandatory requirements. Bidders respond to clear specifications and either provide unit pricing or lump sum bids. The lowest responsive and responsible bidder is awarded a contract.  

    For Public Improvements over $100,000, an Invitation to Bid - Construction solicitation is used, except where proper authorization is given for a Request for Proposal. Bidders generally respond to technical specifications and site drawings providing either unit pricing, lump sum bids or a combination of the two as specified in the Invitation to Bid. Bidders are also required to submit responses to verify bidder responsibility. Bids are then evaluated based upon the lowest responsive and responsible total bid.

    Solicitation Flowcharts and Procedures

    To better serve our customers, Purchasing & Contracting has documented the various solicitation processes and tools that we follow and use. This allows for greater knowledge share and cohesion on projects.

    Flowcharts

    Request For Proposal Process

    Invitation to Bid Process

    Invitation to Bid - Construction Process

    Procedures, Diagrams and Matrixes

    RFP Minimal Timeline

    ITB-C Minimal Timeline

    Formal Solicitation Timeline Tool

     

Sample Specifications