Employees

Purchasing Items

Competitive Solicitations

Purpose: The purpose of this procedure is to document the process for initiating and processing competitive solicitations. The purpose of acquiring goods and services, shall comply with Lee College District policy and Texas Education Code, Subchapter B, Section 44.031.

Scope: The provisions of this procedure apply to Lee College District employees authorized to initiate a request to purchase goods or services.

Definition: Competitive solicitation may be accomplished through one of the following methods of procurement:

• Invitation For Bids (IFB)…..Most responsible lowest bidder
• Request for Proposal (RFP)…..Vendor offering the best value
• Request for Qualifications (RFQ)…..Most highly qualified vendor
• Qualified Information Systems Vendor Catalogue Purchase (QISV)
• State Contracts, Inter-local Agreements, and Co-ops, and Reverse Auctions

Note: Request for Qualifications are used for Professional Services (Architects, etc.)

Procedure: Purchases of $10,000 or more requires Board approval. The only exception to this procedure, is if the purchase is from a QISV vendor, (GSC State Catalog), and/or a Board approved inter-local agreement/cooperatives.

Timetable: Approximate timetable for Formal Bid, RFP and/or RFQ processing is as follows:

• Bid packet preparation: 1 week (may be longer)
• Bid advertisement: thirty (30) calendar days
• Bid opening, evaluation, award preparation: 1 week
• Bid reviewed by Board of Regents Committee: 1 week
• Bid award by Board of Regents: (scheduled board meeting following bid opening date)

TOTAL: MINIMUM 8 WEEKS

Invitation For Bid (IFB) Most responsible / responsive lowest bidder

1. Development of Specifications: Specifications will be developed and documented by the requesting department. Specifications, both descriptive and technical, will be written in a clear, specific manner, providing as much information as is required for a supplier/vendor to identify the goods and/or services being bid. Requestors may also ask the Purchasing Department for assistance in specification development.
2. Bid Documents: A Bid packet will be prepared by the Purchasing Department. The bid packet shall contain but is not limited to the following sections:
   1. Invitation for Bid, General Conditions, Instructions to Bidders, Bid Award Form, Certification and Disclosure Statement, etc.
   2. Specifications.
   3. Bid sheet for prices
3. Supplier/Vendor List: The requesting department will supply a list of suggested suppliers. All suppliers/vendors qualified to provide goods for the commodity being bid are invited to participate in the bid process.
4. Advertisement: Solicitations will be advertised twice in the local newspaper (the Baytown Sun), at least two weeks prior to the Bid Opening date. Bids will be due on the deadline specified in the solicitation. Sealed bids may be hand delivered to: Lee College District, Purchasing Department, 200 Lee Drive, Rundell Hall, Room 110, Baytown, Texas 77520, or mailed to: Lee College District, Purchasing Department, P.O. Box 818, Baytown, Texas 77522-0818, or overnited to: Lee College District, Purchasing Department, 511 South Whiting Street, Baytown, Texas 77520.
5. Receipt and Tabulation of Bid: Upon receipt, sealed bids will be date stamped and logged by the Purchasing Department on or before the deadline specified in the solicitation. The bid opening shall be attended by a minimum of two (2) employees of the Purchasing Department, the representative(s) of the requesting department and attending suppliers/vendors. Bids will be publicly opened on the date specified in the solicitation, and will be recorded and tabulated by the buyer.
6. Bid Evaluation: Bid responses will be evaluated by an evaluation team composed representatives of the requesting department and a representative of the Purchasing Department. The evaluation committee shall always seek award to the vendor offering “The lowest responsible and responsive bid” to the College, per the provisions of the Texas Education Code, Section 44.031(b), best business practices and current market trends. College employees shall conduct evaluations in an ethical and fair manner.
7. Contract Award: Award of responsive bids will be made in accordance with Board Policy. A Summary of Procurement will be prepared by the Purchasing Department for each procurement requiring Board approval.
8. Tie-Bids: If the Lee College District receives two or more bids from responsible bidders that are identical in nature and amount, the Board of Regents shall review.The Board of Regents may reject all bids, in the best interest of Lee College District or cast lots to select the vendor.
9. Contract Management: The Purchasing Department will be responsible for maintaining documentation of supplier performance, as required, utilizing criteria such as; terms, price, quality, delivery, timeliness and service level. College departments shall provide feedback pertaining to the awarded supplier’s performance. A supplier/vendor that does not meet the requirements of the awarded contract will be determined to be non-compliant. The Purchasing Department will notify the supplier/vendor, in writing, of any problem requiring immediate corrective action. If no satisfactory corrective action is received, the supplier/vendor will be considered to be in breach of contract and the contract may be terminated.
10. Contract Cancellation: A contract may be terminated with or without cause, by Lee College District by giving a thirty (30) day written notice to the legal address of the contractor. All contract cancellations are issued by the Purchasing Department.
11. Bid Award Cancellation: In the event the awarded supplier/vendor fails to honor its contract, the responsible Buyer shall obtain a written acknowledgment to this effect from the awarded supplier/vendor. Noncompliance by the supplier/vendor will result forfeiture of the bid bond. The next lowest responsible / responsive bidder may receive the bid award, upon Board approval.
12. Summary of Procurement: A Summary of Procurement will be provided to the requesting department. The requesting department will use the Summary of Procurement to create a Board Action Item, which assists in the justification of purchase. A Board Action Item will be created by the requesting department and submitted to the Office of the President for review. The form must be signed by all authorized Lee College District representatives. Shown here link.

Request for Proposal (RFP) Vendor offering the best value to Lee College District

A Request for Proposal is a competitive solicitation that allows for negotiation with the supplier/vendor.

1. Development of Specifications: Specifications and evaluation criteria will be developed and documented by the requesting department. Specifications, descriptive and technical, shall be written in a clear detailed manner. The Buyer will review specifications and add or remove information, as required, with input from the requestor.
2. RFP Documents: The RFP packet will contain the following information:
   1. General Conditions, Instruction to Respondents, Proposal Form, Certification and Disclosure Statement, etc.
   2. Specifications
   3. Evaluation criteria and proposed evaluation members
   4. Proposal sheet for prices
3. Supplier/Vendor List: Because an RFP is a competitive solicitation of a specialized nature, the requesting department will provide a suggested supplier/vendor list. The Buyer of record may utilize his/her experience in the particular common and current market trends to include additional vendors on the source list.
4. RFP Advertising: The Request for Proposal will be advertised twice in the local newspaper (The Baytown Sun), at least two weeks prior to the RFP opening date. Sealed Request for Proposals may be hand delivered to: Lee College District, Purchasing Department, 200 Lee Drive, Rundell Hall, Room 110, Baytown, Texas 77520, or mailed to: Lee College District, Purchasing Department, P.O. Box 818, Baytown, Texas 77522-0818, or overnited to: Lee College District, Purchasing Department, 511 South Whiting Street, Baytown, Texas 77520.
5. Receipt and Tabulation of Proposals: The Request for Proposal responses will be logged by the Purchasing Department on or before the deadline specified in the solicitation. Request For Proposals will be evaluated in accordance with the criteria set forth in the solicitation.
6. RFP Evaluation: The Purchasing Department will be responsible for convening an evaluation team composed of but not limited representatives of the requesting organization and a representative of the Purchasing Department. The evaluation committee shall always seek award to the vendor offering “Best Value” to the College. College employees shall conduct evaluations in an ethical and fair manner.
7. Contract Award: The award process shall include the items of consideration stated in Board Policy. The Purchasing Department and requestor shall negotiate price, terms and conditions as required, in the best interest of Lee College District.
8. Contract Management: The Purchasing Department will be responsible for maintaining documentation of supplier performance, as required, utilizing criteria such as; terms, price, quality, delivery, timeliness and service level. College departments shall provide feedback pertaining to the contractor’s performance. A supplier/vendor that does not meet the requirements of the contract will be determined to be non-compliant. The Purchasing Department will notify the supplier/vendor in writing, of any problem requiring immediate corrective action. If no satisfactory corrective action is received, the supplier/vendor will be considered to be in breach of contract and the contract may be terminated.
9. Summary of Procurement: A Summary of Procurement will be provided to the requesting department. The requesting department will use the Summary of Procurement to create a Board Action Item, which assists in the justification of purchase. A Board Action Item will be created by the requesting department and submitted to the Office of the President for review. The form must be signed by all authorized Lee College District representatives.

Request for Qualifications (RFQ): Most highly qualified vendor

A Request For Qualifications (RFQ) is a solicitation that seeks a supplier/vendor based on qualifications that meet the overall criteria and specifications for the particular project.
RFQ is used for professional services only.

An RFQ may be solicited in a two-tier format:

Step 1 * Qualification Process
Step 2 * Submittal of cost/pricing information by the most highly qualified vendor.

1. Development of Specifications: Specifications and qualifying criteria shall be developed by the requesting department. The Buyer will review the information and add/or delete information, as required, with input from the requestor.
2. RFQ Documents: The RFQ packet will contain the following information:
   1. Invitation to Respondents
   2. Specifications
   3. Evaluation Criteria, if known
3. Supplier/Vendor List: A Request For Qualifications represents a solicitation of a specialized nature. Requestors shall provide a suggested supplier/vendor list. The supplier/vendor list may be revised by the Purchasing Department.
4. RFQ Advertising: The Request For Qualifications may be hand delivered to: Lee College District, Purchasing Department, 200 Lee Drive, Rundell Hall, Room 110, Baytown, Texas 77520, or mailed to: Lee College District, Purchasing Department, P.O. Box 818, Baytown, Texas 77522-0818, or overnited to: Lee College District, Purchasing Department, 511 South Whiting Street, Baytown, Texas 77520.
5. Receipt of Qualification Submissions: The Request For Qualification responses will be logged by the Purchasing Department on or before the deadline specified in the general conditions section of the RFQ packet. The RFQ will be opened and evaluated on the date specified.
6. Evaluation: The Purchasing Department shall convene an evaluation team composed of but not limited to representatives of the requesting department and a representative of the Purchasing Department. The evaluation committee shall always seek award to the vendor offering “Best Value” to the College, per the provisions of the Texas Education Code, Section 44.031(b), best business practices and current market trends. College employees shall conduct evaluations in an ethical and fair manner.
7. Contract Award: The selection of supplier/vendor will be dependent on a consensus among the evaluation committee. The most qualified candidate shall be chosen on the basis of demonstrated competence and qualifications, and that services shall be provided at a fair and reasonable price. The Purchasing Department will negotiate with the most qualified supplier/vendor. If a satisfactory contract cannot be negotiated Lee College District shall end negotiations and enter into negotiations with the next most highly qualified supplier/vendor.
8. Contract Management: The Purchasing Department will be responsible for maintaining documentation of supplier performance, as required, utilizing criteria such as; terms, price, quality, delivery, timeliness and service level. College departments shall provide feedback pertaining to the contractor’s performance. A supplier/vendor that does not meet the requirements of the awarded bid will be determined to be non-compliant. The Purchasing Department shall notify the supplier/vendor in writing, of any problem requiring immediate corrective action. If no satisfactory corrective action is received, the supplier/vendor will be considered to be in breach of contract and the contract may be terminated.
9. Summary of Procurement: A Summary of Procurement will be provided to the requesting department. The requesting department will use the Summary of Procurement to create a Board Action Item, which assists in the justification of purchase. A Board Action Item will be created by the requesting department and submitted to the Office of the President for review. The form must be signed by all authorized Lee College District representatives. Shown here link .

 

Note:

1. Request for Qualifications is a negotiated method of procurement.
2. Qualifications-based selection process.
3. Price is not an evaluation factor.
4. After selecting the most highly qualified firm, price negotiations occurs with the top ranked firm only. If unable to negotiate a fair and reasonable price with the top ranked firm, negotiations are terminated and price negotiations begins with the next ranked firm. Process continues until fair and reasonable price is negotiated or the list is exhausted.

Qualified Information Systems Vendor - Department of Information
Resources, Texas General Services Commission

Lee College District Purchasing Department shall source and purchase computer hardware, software and peripherals, as required, through DIR State Catalogue Purchasing Program in compliance with the provisions of Texas Education Code, Subchapter B, Section 44.031, which states a local government that participates in the cooperative purchasing program established under sections 271.082 and 271.083 of the Local Government Code satisfies otherwise applicable competitive bidding requirements when it makes a purchase through the catalogue purchasing procedure established by article 601b, section 3.081, V.T.C. @ Texas Attorney General Opinion DM-350. A catalogue purchase or lease shall, when possible, be based on an evaluation of a least three catalogue proposals made by qualified information systems vendors. If three proposals are not evaluated, Lee College District shall document the reasons for making the purchase or lease.

State of Texas Contract – Texas Building and Procurement Commission

Lee College District Purchasing Department may purchase goods available from vendors through the Texas Building and Procurement Commission State Catalog. Lee College District shall utilize state catalog procedures and documents as required by the Texas Building and Procurement Commission . Purchases under a State Contract in accordance with Local Government Code Chapter 271 Sub-chapter D. State Cooperating in Local Purchasing Programs satisfies any state law requiring the District to seek competitive bids for the purchase of the item.

Inter-local Agreement

The Purchasing Department may enter into an inter-local agreement with another government agency for the purpose of sharing or “piggy-backing” competitive solicitations issued by another government agency. The Board of Regents shall approve the process and the award of an inter-local agreement