Start
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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
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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
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