- Telephone quotations
- Written/faxed quotations
- Competitive sealed bids
- Requests for proposals (RFPs)
- Cooperative purchasing from existing government agency contracts
Sealed bids or RFPs: Washington state procurement laws require formal sealed bids or RFPs when expected costs exceed specific dollar amounts. Bids are advertised in The Columbian newspaper and, when appropriate, in the Seattle and Portland Daily Journal of Commerce publications. Bid/RFP packages are prepared and sent to the prospective bidders. Bid documents are available for download from the Washington Electronic Business Solutions resource center and the district’s purchasing webpage. Bid/RFP packages include complete instructions for submission of the bid, return instructions, special conditions and specifications, if applicable. Bidders must complete the requested information on the proposal forms and return them prior to the opening date and time. Bids must be received no later than the date, time and at the specified location stated in the bid. All bids received after closing time, whether delivered in person or mailed, will not be considered and will be returned unopened.
All bids will be opened in public at the time and place specified by the district. All bidders and other interested parties will be invited to attend; however, only the names of the bidders will be announced at the time of the opening. Once the bids are opened, participating bidders will be allowed to review any/all bids received. Upon completion of the bid opening, all bids will become the property of the district and, except for purposes of evaluation, will not be released or otherwise distributed until after the district completes the evaluation and issues its notice of intent to award per WAC 236-51-405. After the board of directors approves the bid award, all bids will become a matter of public record.
Sealed bids and RFPs are publicly opened at the time and date specified in the bid documents. Openings are held at the Vancouver Public Schools administrative services center, 2901 Falk Rd., Vancouver, WA 98661.
Questions regarding a bid should be addressed to the attention of the purchasing department, 360-313-1240.
Bids or RFPs are awarded to the most responsible, responsive bidder whose bid or proposal meets bid specifications, terms and conditions and provides the best overall offer to the district.
Responsive: The district will consider all the material submitted by the bidder, and other evidence it may obtain otherwise, to determine whether the bidder is in compliance with the terms and conditions set forth in this bid.
Responsible: In determining the responsibility of the bidder, the district may consider:
- Ability, capacity and skill to perform the contract or provide the service required
- Character, integrity, reputation, judgment and efficiency
- Financial resources to perform the contract properly and within the times specified
- Quality and timeliness of performance on previous contract with the district and other agencies, including, but not limited to, the effort necessarily expended by the district and other agencies in securing satisfactory performance and resolving claims
- Compliance with federal, state and local laws and ordinances relating to public contracts
- Other information having a bearing on the decision to award the contract
Vancouver Public Schools reserves the right to reject any/all bids; waive any informalities or technical defects in the bids; and, unless otherwise specified by the district, accept any item or groups of items in the bid as may be in the best interest of the district.
The purchasing department team realizes it is essential to develop good relationships with vendors and suppliers, so our policy is to provide all vendors full, fair, prompt and courteous hearings. Every effort will be made to accommodate vendors who arrive unannounced, although appointments are preferred. Purchasing department personnel operate under substantial workloads, and prior appointments will help prevent conflicts with prior commitments or bid openings and ensure that full consideration will be given to any presentation or discussion.
Direct purchases of equipment, supplies and services by Vancouver Public Schools are not exempt from Washington state sales tax. The district sales tax rate is currently 8.4 percent of the total purchase and must include all shipping and handling charges.