PROCUREMENT METHODS
Small Purchases - Request for Quotation (RFQ): Where the total cost of goods or services is less than $10,000, the Purchasing Department is authorized by the Board of Education to issue a purchase order based on verbal (under $1,000) or written ($1,000-$10,000) quotations obtained through an informal process.
Sealed Competitive Bidding - Invitation for Bid (IFB): Where the estimated total cost of goods or services is more than $10,000, sealed competitive bids will be solicited from vendors who have requested in writing that their names be placed on the Purchasing Department's vendor bid lists. The Purchasing Department may add names of prospective vendors who are known to the Purchasing Department. In addition, the Purchasing Department may advertise for bids in newspapers or trade journals. Generally, bid notices will be posted on the Purchasing Department bulletin board at least 10 days prior to the date set for receipt of the bids. All purchases in excess of $10,000 must be approved by the District's Board of Education before a purchase order will be issued. Bids which do not conform to the bid terms will not be considered.
Competitive Negotiation - Request for Proposal (RFP): If it is determined that the competitive sealed bidding is either not practicable or fiscally advantageous, the Purchasing Department will use a formal competitive negotiation process.
Emergency Purchases: An emergency situation may arise involving a threat to personal safety, life or property; i.e. a sudden and unexpected occurrence of a serious, urgent and threatening nature that demands immediate action to avoid termination of essential services or dangerous conditions. In such cases, the Purchasing Department may issue a purchase order without formal competitive bidding or competitive negotiation.
Sole Source Procurement: Upon determination in writing that only one (1) source exists for a specific good or service, a purchase order may be negotiated and awarded to that source without competitive sealed bidding, subject to prior approval by the Board of Education if the cost exceeds $10,000.
ALTERNATE BIDS: An alternate bid is a bid which varies from the specifications. An alternate bid must be clearly distinguished as an alternate by the bidder. Alternate bids may incorporate advances in technology and
can result in substantial savings, not only in monetary terms but in operation efficiencies. Alternate bids will NOT be awarded; however, the Purchasing Department may reject all outstanding bids and rebid its requirements with the revised specification using features of the alternate. If, however, an RFP is issued, the Tulsa School District will consider and may accept alternate proposals in accordance with the RFP. Alternate proposals must meet or exceed the intent of the RFP requirements or scope of work.
BRAND NAMES: Unless otherwise provided in the solicitation, the name of a certain brand, make, or manufacturer does not restrict bids or proposals to the specific brand, make or manufacturer named. It is not intended to exclude other products but to convey the general style, type, functional characteristics, and quality of the item desired. Any item which the Tulsa School District, in its sole discretion, determines and approves to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, will be considered. The award will be made to the lowest responsible bidder or offeror submitting the functional equivalent of similar quality to the brand name described in the solicitation. Thus "equal" products of other manufacturers may be considered if detailed explanation of claim of equivalency is contained in or accompanies the bid or proposal.
SAMPLES: The submittal of bid samples may be a requirement of the solicitation and must be furnished at no cost to the Tulsa School District. Each individual sample must be labeled with the bidder's name, manufacturer's brand name and number, solicitation number and item referenced. Samples submitted by the successful bidder may be held for comparison with merchandise furnished.
FACSIMILE BIDS
Small Purchases: The Purchasing Department will receive and accept facsimile bids prior to the time and date designated for bid submission for unsealed bids only, Request for Quotations
Formal Sealed Bids: The Purchasing Department will not receive or accept facsimiles for formal sealed bids, IFBs.
RECEIPT OF BIDS OR PROPOSALS: Solicitations will specify that competitive bids or proposals are to be received by the specified date and hour in the Purchasing Department.
BID OPENINGS: Sealed bids are publicly opened and read aloud at the time and date specified. Vendors are invited to attend bid openings. Once the bid/proposal opening session is concluded, committee evaluations and competitors solicitation response will not be discussed with vendors until after the award is made. Individual vendors may be contacted for further information concerning their solicitation response.
SOLICITATION RESULTS: The Purchasing Department, upon evaluation of solicitation results, and unless all responses are rejected will issue a Purchase Order if the amount is less than $10,000. If greater than $10,000, the Purchasing Director will recommend the award to the Board of Education for approval at a public Board of Education meeting. If approved, the Purchasing Department will subsequently issue the Purchase Order. The Purchasing Department does not routinely notify unsuccessful vendors or mail bid recaps.
AWARD QUESTIONS: Any bidder may question the award or decision to award a contract by submitting concerns in writing to the Director of Purchasing no later than ten (10) days after the award is made. The Director of Purchasing will review and reply, as well as initiate any appropriate action, within ten (10) days of receipt.
DELIVERY OF GOODS: Delivery of goods must be made to the location indicated on each Purchase Order. The Tulsa School District receives warehouse deliveries of goods between the hours of 8:00 a.m. and 2:00 p.m. Monday through Friday. The vendor shall prepay all shipping charges unless an exception is specifically agreed to in advance of shipment. The Tulsa School District will not accept COD orders. All shipments must be accompanied by appropriate packing slips containing the shipper's name, exact contents, and Purchase Order number.
PAYMENT: Vendors must address all invoices to the Purchasing Department address shown on each Purchase Order. Failure to do so may delay payment. Payment is not made until the purchase order is filled complete. Invoices that do not reference an authorized Purchase Order will be rejected.
TAXES: The Tulsa School District is exempt from federal and state taxes. A formal statement to this effect will be provided by the Purchasing Department upon request by the vendor.