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RFP - Request for Proposal

' 2012 - 2013 School Year

Title of RFP RPP No. oo-oo

Department:

Specifications Approved by: .

Pre-Proposal Meeting,(Date/Time)

Addenda Deadline _^__^__^_^^_(Three (3) Days Before Deadline

Time 12:00 Noon

Certification of Funds O TES Q NO Due Date:

Committee of the Whole.

Board Approval :

Copies of RFP Sent to:

Dept/Suprv.

Board Attorney

Contract Administrator (Services Only)

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PASSAIC .bOAKJJ OF EDUCATIONPassaic, NJ 07055

Proposal Document Checklist

Date: Weekday, month 00, 2OOO Time: 12;

'VENDOR

AFFIRMATIVE ACTIONQUESTIONNAIRE

VENDORQUESTIONNAIRE/ CERTIFICATION

ACKNOWLEDGEMENT OF ADDENDA

NON-COLLUSION AFFIDAVIT

STOCKHOLDERS DISCLOSURESTATEMENT

NJ BUSINESS REGISTRATIONCERTIFICATE

CHAPTER 271 (PCD)(IF APPLICABLE)

RFP LETTER/PACKAGE

OTHER . •

_„ — — ,-.

. . .

. -i '

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BUSINESS OFFICE101 Passaic Avenue

Passaic, New Jersey 07055

M E M O R A

TO:

FROM: Mr. James Shoop, Business Administrator,Board Secretary, Purchasing Agent

DATE: .

RE:

I am attaching the Certification of Funds — Project Cost Estimate Form for the following RFP:

Please complete and return the form no later than

12:00 Noon

Project Estimate Cost .

The project Estimate figures what you feel the project will cost in its entirety or the maximumlabor hour cost to be charged for the project. If RPPs received for this project substantiallyexceed the estimate costs the Board may reject all RFPs.

Certification of-Funds

No RFP will be mailed unless funds are certified to be available to support the project. Theintegrity of the Board of Education is a paramount concern in this instance.

Thank you.

JS/laEnclosure(s)

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Passalc Board of EducationPassaiCj Ne-w Jersey To:

No: RFP 00-00CC 00-00

A. RFP Title: Title of RFP / CG

B, TvpeofKFP / CC Please check one

i. Annual RFP for 2012 — 2013 School Year

Items/Service Requested,

. Special RFP / CC

Items/Service Requested

C. Reason for RFP / CC State "briefly the purpose for needing items/service.

D. Project Cost Estimate

I estimate that the costs of the items/services requested should not exceed

$ Signature

E. Certification of Fonds: State/Local Funding "or Federal Funding (circle one)

I hereby certify that sufficient funds exist in

Account Number _ , to pay for the items/services.

Signature . __^

Title : Date. .__

Please return this form no later than

to

Mr* James Shoop>Business Administrator

Board SeeretaryPurchasing Agent

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RPP Checklist /

Title of RFP QO-OQ Weekday, Month 00,2000

Activity ' " • - - Date _

Specifications Received ;

RFP Preparation Sheet Completed (Shoop) ' " . - ; - . : .

RFP Notification Package Prepared (Lydia)

Certification of Funds Form Due

Announcement on Website; Legal Ad (if necessary)

RFP Package to the Print Shop

RFPs Mailed

Pre-Proposal Meeting (if necessary) D Yes D NoD Attendance Sheet D Minutes

Addendum/Addendum Published [if necessary)

Insurance Requested n Yes D No

RFP Opening

RFP Review/Evaluation - Memo of Recommendation

Conflict of Interest Forms

Agenda Meeting Review

Committee of the Whole

Board Approval

Contract Starting Date

Documents in RFF Package

* Addenda — Copies

* Attendance Sheet - Pre-Proposal meeting

RFP Preparation Sheet

Certification of Funds; Memo and Form

, Check off sheet - RFP Opening

Letter to Companies/RFP Results

Memo of Notification to Administrators/RFP Results - Evaluation Request

Memo to Administrators; Board President, Board Members

Memo to Reserve Board Rooms

, Minutes - Pre-RFP Meeting

Original RFPs from Vendors

Purchase -Order - Copy

Resolution 5 copies in front of folder

Returned'RFPs - Copy of Envelope

, * State Approval

Two RFPs original and copy

Vendor's List - Final List Updated

Memo of Recommendation from Administrator

Certification - No Conflict of Interest Form(s)

*if applicable

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BOARD OF EDUCATIONBUSINESS OFFICE101 Passaic Avenue

Passaic, New Jersey 07055

E 0 R N D U

TO:

FROM:

DATE:

RE:

Superintendent of SchoolsBoard of Education Members

Mr. James Shoop, Business Administrator,Board Secretary, Purchasing Agent

Request for Proposals (RFF3s) NoHficatkra

As per the request of the administrator listed below and in compliance with the PublicSchool Contracts Law, New Jersey Administrative Code, State Comptroller's Guidelinesand Board Policy, the Purchasing Office has prepared the following Requests forProposals (RFP's):

RFP Title of Proposal Business Office Weekday, month 00, 2000 12:00 Noon

All proposals received are reviewed by the Purchasing Office to ensure compliance withthe above laws and code. Copies of the valid RFP's are then given to the appropriateadministrator; who with the evaluation committee members, will evaluate the proposalsreceived in accordance with the State Comptroller's guidelines.

Thank you.

JS/la

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BUSINESS OFFICE101 Passaic Avenue

Passaic, New Jersey 07055

M E M O R A N D U M

TO:

FROM:

DATE:

RE:

Mr. James Snoop, Business Administrator,Board Secretary, Purchasing Agent

RFP #00-00 - Title of ProposalType of Service— ProfessionalEvaluation of Proposals

The deadline to receive Request for Proposals (RFP) for

Title of ProposalRFP #00-00

was Weekday, Month 00, 2000 at 12:00 Noon. On that date and time the district receivedproposals as follows:

You received copies of the proposals at the RFP opening. These proposals have beenchecked by my office and found to be in compliance with the RFP requirements withrespect to legal documents.

State Comptroller Guidance—-Evaluation of Proposals

I provide to you as an attachment a copy the Appendix—Summary of Guidance—asissued by the New Jersey State Comptroller's Office in March 2010. I ask that you directyour attention to the following items:

© !tenr#4 — Evaluation Committee .The proposal must be evaluated by the committee members so noted'in theproposal.

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Memo - Pase 2

Item #5 — Evaluation ProcessThe evaluation process should be explainable to evaiuators and competingvendors and should be capable of withstanding scrutiny under protest challenge.

Each committee member should score each proposal and provide comments thatexplain the score assigned to each criterion.

Item #6 - Scoring ProcessThe scoring process and award recommendations should be well-documentedand retained.

Every step in the evaluative process should be documented through:

(a) scoring sheets;(b) a written record of what transpired during any permitted negotiations

between vendors and procurement officials;(c) a written comparative analysis of competing proposals; and(d) a written award recommendation.

Review_of Proposals

» Evaluation CriteriaIn the RFP you provided evaluation criteria to be used when selecting a vendor.Please refer to those criteria when you do the evaluation.

© Scoring SheetIn the RFP you advised all potential respondents that you would evaluate allproposals based upon the following scoring point system:

Technical Criteria PointsManagement Criteria PointsCost Criteria * Points

"To be completed by Business Office.

A scoring sheet for each proposal shall be completed and submitted with yourrecommendation. Please sign the evaluation scoring sheet forms.

Memo of Recommeadation

Upon completion of your review of the proposals I ask that you provide to me a memorecommending the vendor of your choice. The memo must have the followinginformation:

o Reason for Request for Proposal—Professional Services Only!In accordance with N.J.S.A. 18A:18A-5(a-l) aboard of education must statesupporting reasons for its actions in awarding a professional service contract. Pleasewrite a detailed reason for the need of these services. -• -^

Memo - Page 3

® Reason for Selection of Vendor—Refer to State Comptroller Item #6

Please state or provide any evaluation criteria that support your selection of thevendor of choice. This is especially important if you choose to go with a vendor•with a higher cost. Conversely, please provide any information that would supportnot choosing a certain vendor.

» Memo of Recommendation

The written award of recommendation should:

(a) explain the factors that led to the award decision;(b) offer qualitative discussion of the leading competing proposals; and(c) describe the specific characteristics of the winning vendor's proposal that

resulted hi its selection over the others.

This is just a reminder that the memo of recommendation is based upon the professionalevaluation process that you participated in and completed. You should stand by yourrecommendation and be able to defend it to all concerned.

» Certification — No Conflict of Interest — Form

The form must be completed, signed and submitted to my office.

» Copies of all Scoring Sheets—Signed

As a courtesy, I will prepare the Board of Education resolution upon receipt of your letterof recommendation. I ask that you meet the timelines that I have listed on this memo.

The letter of recommendation should be sent to my office via e-mail (attn: larce) no laterthan

12:00 NoonThank you.

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PASSAIC BOARD OF EDUCATIONBUSINESS OFFICE101 Pals sale Avenue' P.O. Box388 ' '

Passaic, New Jersey 07055-0388

Certification-No Conflict of InterestNJ.A.C. 5:34-4.3(e)3 (f)

Name of Proposal: Title of Proposal

Request for Proposal - KFP # 00-00

I hereby certify that I have reviewed the conflict of interest standards in the School EthicsAct, as appropriate, and that I do not have a conflict of interest with respect to theevaluation of this proposal. I farther certify that I am not engaged in any negotiations orarrangements for prospective employment or association with any of those submittingproposals or their parent or subsidiary organization.

Nameof Evaluator: Title _

Signature Bate _

This lorso Is to foe submitted

Mr. James Snoop, Business Administrator,Board Secretary, Purchasing Agent

12:00 Noon

Compliance with Office of the State ComptrollerBest Practices for Awarding Service Contracts

Marclx20io p.15-16 - Letter B

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Business Office~. ...-1.&1 Passaic Avenue•Passaic, -New Jersey 07055-0388

RPP #00-00

Evaluation Criteria

Date: Weekday, Month 00, 2000

Title of Proposal

Name of Respondent _

I.

n.

m.*

Category

Technical Criteria

A. Description of Services

Management Criteria

A. Business Management

B. Qualifications; Relevant Experience

Cost Criteria

A. Fee Proposal

j? U JLAL> iJOt/iOi

Value Points

"The offrce of the Purchasing Agent will assist in the evaluation of the cost criteria.

It is the intention of the Board of Education to award the contract to the respondentwhose response is the most advantageous to the board, price and other factorsconsidered; and who will provide the highest quality service at fair and competitiveprices.

Reviewer:

Points:

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1. The-pool of .contractors .solicifecLshould be as expansive as possible.*• • " - A - t „ .-...;_ ._-_,

* Eligibility requirements for a vendor seeking to compete for a government servicecontract should be broad, limited only by concerns related to the vendor'sresponsibility. All responsible vendors should be permitted to compete,

" A responsible vendor is one who has the capability to perform fully the contractrequirements., and the integrity and reliability that will assure good faithperformance.

2.

* A request for proposals ("RFP") or similar solicitation should contain a clear anddetailed statement of the work ("SOW") to be undertaken.

* When a solicitation for any reason does not include or contemplate such an SOW,the contracting unit should include a clear, complete, and specific SOW in the finalexecuted contract with the vendor.

° It is generally advisable that a government unit draft an SOW that emphasizes theresult to be achieved, and is less focused on detailing the process for accomplishingthat goal.

3. Proposals should be judged OB the basis of predetermined, merit-based

Merit-based evaluation criteria should be used to set the standards for judgingcompeting proposals for the provision of services. Evaluative criteria generally fallinto four categories: (a) management criteria, (b) technical criteria, (c) cost, and (d)past experience and performance,

Such criteria should be disclosed to prospective vendors as early as possible in theprocurement process, such as in the RPP or other solicitation document.

Weighing of criteria should be used if some criteria are determined to be moreimportant than others. The weight assigned to each criterion generally should bedisclosed in the RPP.

n The committee should be in place before proposals are received.

0 Members of an evaluation committee should be sufficiently qualified to evaluate thestrengths and weaknesses of the proposals submitted.

* Potential evaluation committee members should be screened meticulously forconflicts of interest.

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5. The evaluation* process should be explainable to evaluators and competing:- * JL O

•"•'—Vi&fcd'oYsyaifd^aprab'Ie-of withstanding scrutiny under a protest challenge.-, .„.__ ,

* The meaning of each criterion and the reason each criterion is part of theevaluative analysis should be explained to evaluators before judging.

° Each member of the committee should score each proposal and provide 'commentsthat explain the score assigned to each criterion.

The scoring process and award recommendations should be well-documented andretained.

Q Every step in the evaluative process should be documented through (a) scoringsheets, (b) a written record of what transpired during any permitted negotiationsbetween vendors and procurement officials, (c) a written comparative analysis ofcompeting proposals, and (d) a written award recommendation,

° The written award recommendation should (a) explain the factors that led to theaward decision, (b) offer qualitative discussion of the leading competing proposals,and (c) describe the specific characteristics of the winning vendor's proposal thatresulted in its selection over the others.

° The period of time for preservation of procurement materials should be set by thecontracting unit.

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