Start

Go To Page2

1Identify The Sources Of Supply and

Potential HISD Users Of The Product or Service

3Meet 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

555

Have Any ChangesOccurred In The Supply Base Since The Last RFP

7Fill Out DocumentWork Order Form

8Make Sure To Provide

Document Control Witha Project Name, Dollar

Value and Budget Information

9Obtain a Project Number

From Documentation

11Complete RFP Draft and Distribute

For Comments & Suggestions

12Revise RFP If

Neccesary

2Research Spend History &

Forecast For Funds

14Do a Query On VendorMaster To Determine

Potenial Sources

15Finalize List Of

Suppliers

13Obtain Supervisor and

Clients Buy-in To Proceed

COMPLETE RFP FLOW CHART PROCESSBUYER ACTIONQUESTION

6Validate Annual

Bid Calendar

10Draft The Specifications andRequirements That Will Be

Incorporated as Appendix "A"In The RFP

21Pre-Bid

Conference

From Page1

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26Compile Bids &

Open Responses

18

Addendum Addendum?

No

Yes

22

23Peer/Team Lead

Consultation

19Schedule Conference Room

16Finalize RFP

20Advertise In News Paper, Send Out

Post Cards & Post on HISD Web site

27Breakdown Bid Responses

Mail Hard CopyAddendum And/Or

Send ElectronicCopy To Web Master

For Posting

17Notify Document Control &

Webmaster To Send Out PostCards. 1. How To DownloadRFP From The Web Site.

2. Burn CD-R Copies Of TheRFP 3. HardCopy Only If

Supplier Is Unable ToPerform Items 1 & 2.

18Send Final Copy Of The RFPTo Document Control To Store

In The Following Forms:1. Hard Copy

2. Burn a CD Copy For The File3. Buyer Burns a Copy For Themselves

24Determine Proposal

Criteria & WeightOf Each Score With

Team

25Each Evaluator

PreparesScorecard

No39

PrepareTax Supplier Form

38Prepare

Board Prep-Sheets

31Run a D & B On Potential SuppliersTo Obtain Financial Business Case

Calculations (qualify/quantify.)

Yes

Have ALL TaxesBeen Paid?

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From Page2

32Prepare MWBEDocumentation

33Meet With ClientsTo Discuss PlanOf

Action & Obtain Buy In and Support

35Check SAP To Verify Supplier Information.

If Not Set-up, Then Notify Supplier To Complete Application

36Prepare Board

Agenda

37Forward To Document Control

To Place On Board Agenda

40

28Develop Bid

Tab

29Use Proposal Evaluation

System if Possible

30Negotiate

With Supplier (s)

34Prepare

RecommendationFor G.M Approval & Signature

41Board Approval

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47Provide Project Information

To Update WebSite - ABC/ YAGAnd E-Catalog

50Send Out 4 Original Contracts ToThe Awarded Suppliers To Have

Them Signed and Return.(All 4 Copies)

49Send Out

Award Letters

51Setup Project

File

From Page3

42Approved Tabulations

To Be Distributed To BuyersAnd Team Leads

43Develop ContractPlan With Client

And Supplier

45Develop Transition

Plan

46Develop Communication

Plan To Users

52Include ALL Original Documents,

Reponses etc. Forward To DocumentControl. Place a copy of the CD

In This file.

48Complete Master Data

Sheet To Create Agreement. Check Existing Suppliers And

Confirm Accuracy Of Data.

44For Superintendent/Designee Approval

& Signature

End

From Page4

53Setup Supplier

File

54Validate Budgets

56Schedule Periodic On Going

Business Process ReviewWith 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)

55Process

Purchase Order