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 $6,000.00 to $74,999.99.
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 at least two (2) written quotes.
- RFQ is forwarded to various vendors who provide goods or services requested, via facsimile or email.
- A purchase order is issued to the lowest responsive and responsible bidder, meeting and/or exceeding the requirements in the RFQ.
Invitation to Bid (ITB)
Purchases totaling $75,000.00 or more must be made through a formal Invitation to Bid (ITB). 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 (legal organ) and released to SCCPSS website, www.sccpss.com, and posted to the Georgia Procurement Registry if the estimated amount of purchase is over $100,000.
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.
Bids and Requests for Proposals greater than $75,000 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 received and registered by the Purchasing Department personnel prior to the stated date/time. 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. 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.
Request for Proposal (RFP)
Purchases totaling $75,000 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 includes service related elements such as installation and/or support.
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.
An announcement of the RFP is then sent to prospective vendors and is posted to the SCCPSS website and the Georgia Procurement Registry and publicly advertised in the Savannah Morning News (legal organ).
The RFP is publicly advertised for a minimum of twenty-five (25) calendar days. During this time, there may be a pre‐proposal conference, and a question and answer period as identified in the RFP document. All questions pertaining to the RFP must be submitted (in writing) and may be faxed or emailed to the Purchasing Department at (912) 201-7648 or firstname.lastname@example.org. 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 posted on the SCCPSS website and Georgia Procurement Registry for equal access to all vendors.
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 $100,000 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.
Request for Quote | Invitation to Bid | Request for Proposal