• How to Respond to Bids & Proposals

    • Vendors are encouraged to submit bids/offers for each RFQ, Bid, or RFP that they can supply in accordance with the specifications, terms, and conditions stated in the RFQ/Bid/RFP. Responders should carefully read the entire solicitation and questions should be addressed to only those individuals listed on the bid/proposal document.
    • The bid or proposal must be signed by an authorized representative. Bids, RFPs, bids, and offers must be submitted in a sealed envelope or box with the Bid or RFP number and closing date listed on the outside. (RFQs may be emailed). It is the vendor's responsibility to ensure that a bid or proposal is received by the Facilities department prior to the date and time specified. 

     

    REQUEST FOR PROPOSALS (RFP)

    Requests for Proposals are for services by professionals, such as architects and engineers.

    Process

    • Advertising
    • Release of bid package
    • Mandatory pre-bid conference and walk
    • Submission of all forms required by the invitation for bid and instructions to bidders prior to the bid opening deadline.

     

    INFORMAL BIDS

    Informal bids are for projects under $200,000.

    The San Mateo Union High School District maintains a database of contractors to be contacted for informal bid opportunities/ To be included in that database, please complete the form found on our CUPCCAA page.

     

    FORMAL BIDS  

    Formal bids are for construction projects over $200,001.

    Process

    • Advertising
    • Release of bid package
    • Mandatory pre-bid conference and walk
    • Submission of all forms required by the invitation for bid and instructions to bidders prior to the bid opening deadline.

     

    Fingerprinting

    Education Code Section 45125.1 requires that the responder will certify that, pursuant Education Code Section 45125.1, the responder will have conducted the required criminal background check of all its employees who may have contact with the District pupils or unsupervised access to any District campus and shall certify that non of those employees have been reported by the Department of Justice as having been convicted of a serious or violent felony as specified in Penal Code Sections 667.5(C) and 1192.7(C).   

     

    Board Approval Process

    Public Contract Code (PCC) Section 20111(a) requires School District Governing Boards to competitively bid and award any contracts involving an expenditure of more than $25,000, to the lowest responsible bidder. Contracts subject to competitive bidding include:

    1. Purchase of equipment, materials, or supplies to be furnished, sold, or leased to the District.
    2. Services that are not construction services.
    3. Repairs, including maintenance as defined in PCC section 20115, that are not public projects as defined in Section 22002(c).