This document outlines the Request for Proposal (RFP) process for a school district. The process involves: 1. Identifying needs, gathering requirements, and understanding changes in the market and supply base. 2. Drafting the RFP, distributing for comments, revising if needed, and finalizing. 3. Advertising the RFP, conducting a pre-bid conference, compiling and opening responses. 4. Evaluating bids based on pre-determined criteria, negotiating with suppliers, and making a recommendation for approval.

1. Start
Go To Page
2
1
Identify The Sources Of Supply and
Potential HISD Users Of The
Product or Service
3
Meet With Clients To Fully
Understand Needs vs Wants.
Gather Specifications/Scope
To Fully understandRequirements
44
Have Any Changes
Occurred In the Market
Place Since The Last
RFP
Yes Yes
No
55
5
Have Any Changes
Occurred In The Supply
Base Since The Last
RFP
7
Fill Out Document
Work Order Form
8
Make Sure To Provide
Document Control With
a Project Name, Dollar
Value and Budget Information
9
Obtain a Project Number
From Documentation
11
Complete RFP Draft and Distribute
For Comments & Suggestions
12
Revise RFP If
Neccesary
2
Research Spend History &
Forecast For Funds
14
Do a Query On Vendor
Master To Determine
Potenial Sources
15
Finalize List Of
Suppliers
13
Obtain Supervisor and
Clients Buy-in To Proceed
COMPLETE RFP FLOW CHART PROCESS
BUYER ACTIONQUESTION
6
Validate Annual
Bid Calendar
10
Draft The Specifications and
Requirements That Will Be
Incorporated as Appendix "A"
In The RFP

2. 21
Pre-Bid
Conference
From Page
1
Go To Page
3
26
Compile Bids &
Open Responses
18
Addendum
Addendum?
No
Yes
22
23
Peer/Team Lead
Consultation
19
Schedule Conference Room
16
Finalize RFP
20
Advertise In News Paper, Send Out
Post Cards & Post on HISD Web site
27
Breakdown Bid Responses
Mail Hard Copy
Addendum And/Or
Send Electronic
Copy To Web Master
For Posting
17
Notify Document Control &
Webmaster To Send Out Post
Cards. 1. How To Download
RFP From The Web Site.
2. Burn CD-R Copies Of The
RFP 3. HardCopy Only If
Supplier Is Unable To
Perform Items 1 & 2.
18
Send Final Copy Of The RFP
To Document Control To Store
In The Following Forms:
1. Hard Copy
2. Burn a CD Copy For The File
3. Buyer Burns a Copy For Themselves
24
Determine Proposal
Criteria & Weight
Of Each Score With
Team
25
Each Evaluator
Prepares
Scorecard

3. No
39
Prepare
Tax Supplier Form
38
Prepare
Board Prep-Sheets
31
Run a D & B On Potential Suppliers
To Obtain Financial Business Case
Calculations (qualify/quantify.)
Yes
Have ALL Taxes
Been Paid?
Go To Page
4
From Page
2
32
Prepare MWBE
Documentation
33
Meet With Clients
To Discuss PlanOf
Action & Obtain Buy In
and Support
35
Check SAP To Verify Supplier Information.
If Not Set-up, Then Notify Supplier To Complete Application
36
Prepare Board
Agenda
37
Forward To Document Control
To Place On Board Agenda
40
28
Develop Bid
Tab
29
Use Proposal Evaluation
System if Possible
30
Negotiate
With Supplier (s)
34
Prepare
Recommendation
For G.M Approval & Signature

4. 41
Board Approval
Go To Page
5
47
Provide Project Information
To Update WebSite - ABC/ YAG
And E-Catalog
50
Send Out 4 Original Contracts To
The Awarded Suppliers To Have
Them Signed and Return.
(All 4 Copies)
49
Send Out
Award Letters
51
Setup Project
File
From Page
3
42
Approved Tabulations
To Be Distributed To Buyers
And Team Leads
43
Develop Contract
Plan With Client
And Supplier
45
Develop Transition
Plan
46
Develop Communication
Plan To Users
52
Include ALL Original Documents,
Reponses etc. Forward To Document
Control. Place a copy of the CD
In This file.
48
Complete Master Data
Sheet To Create Agreement.
Check Existing Suppliers And
Confirm Accuracy Of Data.
44
For Superintendent/
Designee Approval
& Signature

5. End
From Page
4
53
Setup Supplier
File
54
Validate Budgets
56
Schedule Periodic On Going
Business Process Review
With Supplier (s) and Client (s)
53 5353
57
Contact Users To GaugeThe Current Effectiveness
Of The Existing Suppliers (1) Performance (2) Wether or
Not The Contracted Goods & Services Need Exist (Commodity Approach)
55
Process
Purchase Order