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Public Notice Requirement

Public Notice

 

 

Public notice can be used with any procurement but is required once the estimated value of the awarded contract is greater than the small purchase threshold which is $150,000. Once the small purchase threshold has been exceeded the school must use the formal procurement method.

Use of a public notice is an important step in the procurement process when using the formal procurement method.  A school can draft its public notice either before or after developing the solicitation. The school will formally advertise the solicitation in the local, regional, state or national newspaper. Depending on the number of inquires and requests for copies of the solicitation, the school might need to increase viewing area for its public notice from local newspapers to regional newspapers.

The goal of any procurement is to receive at least three responsive offers from responsible offerers. If necessary the school may need to increase its public notice viewing area to state or national newspapers. The school must make every effort to ensure maximum competition is achieved.  

Example of a Notice of Invitation for Bid:

DEPARTMENT OF EDUCATION
______________ (school districts)

 

NOTICE OF INVITATION FOR BID (IFB)

 

___________________ (school name) invites bidders to submit bids to furnish the following: ____________________________ (what is being procured). Contract will be _________________ (contract beginning date) through _________________ (contract ending date) with the option to renew for up to 4 one year terms. The estimated dollar value of awarded contract is $_________________ annually. This will include delivery to __________ (number of schools or school address).

 

Bids must be received by the Food Service Director of ___________________ (school name), at ___________________ (address) up until __:___ P.M. CST, bid close date: _________________ (bid close date), at which time and place bids received will be logged for evaluation. Late bids will not be accepted.

 

Requesting a Copy of IFB; only those organizations who request a copy of the IFB will receive a copy of the IFB. To obtain a copy of the IFB in person or by mail use the following address ___________________ (address), requesting a copy by email, send email to _____________________ (email address).

 

Required Attendance at Pre-Bid Meeting; organizations who intend to submit bids are required to attend the pre-bid meeting on _________________ (pre-bid meeting date), at __:___ P.M. CST, at the following location: ___________________ (address of pre-bid meeting). Only those organizations that have submitted a responsive bid and attended the required pre-bid meeting will be considered in the evaluation of bids.

 

Questions; contact ___________________ (school contact person) by phone ______________ (phone number), or email to _____________________ (email address).

 

Example of a Notice of Request for Proposal:

DEPARTMENT OF EDUCATION______________ (school districts)

 

NOTICE OF REQUEST FOR PROPOSAL (RFP)

 

___________________ (school name) invites offers to submit proposals to furnish the following: ____________________________ (what is being procured). Contract will be _________________ (contract beginning date) through _________________ (contract ending date) with the option to renew for up to 4 one year terms. The estimated dollar value of awarded contract is $_________________ annually. This will include delivery to __________ (number of schools or school address).

 

Proposals must be received by the Food Service Director of ___________________ (school name), at ___________________ (address) up until __:___ P.M. CST, proposal close date: _________________ (proposal close date), at which time and place proposals received will be logged for evaluation. Late proposals will not be accepted.

 

Requesting a Copy of RFP; only those organizations who request a copy of the RFP will receive a copy of the RFP. To obtain a copy of the RFP in person or by mail use the following address ___________________ (address), requesting a copy by email, send email to _____________________ (email address).

 

Required Attendance at Pre-Proposal Meeting; organizations who intend to submit proposals are required to attend the pre-proposal meeting on _________________ (pre-proposal meeting date), at __:___ P.M. CST, at the following location: ___________________ (address of pre-proposal meeting). Only those organizations that have submitted a responsive proposal and attended the required pre-proposal meeting will be considered in the evaluation of proposals.

 

Questions; contact ___________________ (school contact person) by phone ______________ (phone number), or email to _____________________ (email address).

 

Notice of Award

 

Example of a Notice of Award

 

Notice of Intent to Award

 

Example of a Notice of Intent to Award

 

Notice of Non-Award

 

Example of a Notice of Non-Award

 

 

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