PASSAIC BOARD OF EDUCATION
BUSINESS OFFICE
101 Passaic Avenue
Passaic, New Jersey 07055
M E M O R A N D U M
TO:Ms. Maureen Blanos, Supervisor of Language/Literacy
Ms. Joanne Czap, SEI Coordinator
Ms. Barbara Diaz, Acting Suprv. Of ECC
Dr. Deborah Hudzik, Director of Curriculum, Instruction & Professional Development
Mr. Gregory Komeshok, Supv. of Career/Alternate Ed., Supervisor of Athletics
Dr. Christine Krenicki, Supervisor Title I; Testing & Research
Mr. Chad Leverett, Assistant Supervisor of Special Services
Mr. Edward Rowbotham, Supervisor of Health Services
Mr. Christopher Sarullo, Coordinator of Food Services
Mr. Barry Stein, Facilities Director
Ms. Waleska Torres, Career & College Readiness Coordinator
FROM:Mr. James Shoop, Business Administrator, Board Secretary, Purchasing Agent
DATE:January 16, 2014
RE:Request for Proposals (RFP)—2014 -2015 School Year
It is that time of the year for administrators to start preparing technical specifications for various services they may need to contract for the 2014-2015 School Year. This memo is designed for those administrators who want to use the Request for Proposal (RFP) process for services such as:
Academic Services: Instructional Improvement
Educational Consultants
Professional Development
Professional Services:Legal
Medical
Architectural/Engineering
Auditing/Accounting
Special Services:Therapies (Various)
Nursing
Other contracted services that may use the RFP outline: Recreational/Social
Wrap Around
Proprietary Software
Activities—RFP Outline
Attached to this memo is a list of activities to follow when preparing a set of RFP specifications. I ask that you set an appointment with me as soon as possible to discuss this preparation.
Also attached is a list of all RFP’s which your department procured (if any), this school year.
Page 2
Deadline—Tuesday, February 11, 2014
No one likes to set deadlines or even follow them. I have setTuesday, February 11, 2014as the deadline for final submissions of RFP specifications for the 2014-2015 School Year. Why so in advance? Once I have them I can begin the lengthy procurement process that is required. It can be done in an orderly and systematic process that will guarantee that by July 1, 2014 there will be a contract for each of the services requested. (See attached calendar of activities)
For RFP’s submitted to me after February 11, 2014, I cannot guarantee the July 1, 2014 starting date.
Thank you for understanding and I wait to meet with you. Please make your appointment through Mrs. Arce at x5598.
Professional and Academic Services Contracts
List of Activities /Timelines
RFP Process
Date / ActivityFebruary 11, 2014 / Proposals sent to Purchasing Agent
February 13 – 28, 2014 / Proposals reviewed by Purchasing Agent
March 3 - 7, 2014 / Proposal packages prepared by Purchasing Agent
March 10, 2014 / Proposals mailed to vendors
March 17 – 21, 2014 / Pre-Proposal Meetings with prospective vendors - Important
April 1 – 11, 2014 / Proposals received and opened (Mondays not permitted)
April 14 – 18, 2014 / Spring Break – No School
April 21 – May 2, 2014 / Proposals evaluated; recommendations prepared by administrator
May 12 – 16, 2014 / Resolutions prepared
May 16, 2014 / Agenda Deadline – All resolutions sent to Business Office (Mrs. Arce)
May 19,2014 / Purchase orders with resolution attached sent to Assistant Superintendent
May 27, 2014 / Board awards contract at Public Meeting
May 30, 2014 / Purchase Orders signed by Purchasing Agent
June 2 - 30, 2014 / Purchase Orders processed / mailed to vendors
July 1, 2014 / Vendors begin service
P:\RFP (Request for Proposals)\Memos\Memo to Supr.Admin.Jan.14.doc