The RFQ is used to “pre-qualify” firms for a project or known opportunity.
The Purchasing Department will create the RFQ package noting the requirements for qualifying. The package shall include the typical required forms Non-collusion, Student safety, etc. RFQ will be formally solicited.
Upon the deadline of the RFQ submissions, the following steps will occur:
- Evaluation committee will review and score each package
- Purchasing will tabulate the scores
- Recommendation for qualifying firms
- Submit Agenda Item
- Listing only the vendor who is being recommended as qualified
- Board of Ed Approval of Qualified list
- Notification of Board action to Qualified
Now that a qualified list is established, the following may occur
- Issue a Request for Proposal (RFP), inviting only the qualified to submit a proposal
- The proposals may be submitted in the form of a quote
- If Federal Funds are used, a minimum of 3 quotes (from the qualified firms) must be submitted as back up for the PO
- If the RFQ did not include a master agreement, an Independent Contract Agreement will need to be issued. The RFQ document outlines agreement process, terms and conditions which are authorized with the approval of the RFQ.