The Buffalo Public School District welcomes vendors to participate in our procurement process. The Purchase Department is responsible for creating bid specifications, receiving bids, and awarding contracts. Vendors should regularly visit this website or the Bonfire portal to check for solicitation opportunities.
Are You Looking to Provide Supplemental Student and Family Support Programs or Services? Review Our RFPQ Proposal Submission Guide Now.
Supply Lists
School supply lists provide students and teachers with a list of items needed throughout the school year, from basics like backpacks and pencils to more complicated needs like medical student kits that include dissection dummies. Most lists are made available well ahead of the beginning of each new academic year so parents and students have enough time to purchase these necessities.
School supply lists vary based on a student’s level of education; however, certain items remain universal regardless of grade level. Preschoolers will require essential items like backpacks, writing utensils, and paper for classwork; high schoolers typically require more specific supplies – including complex calculators or laptop computers for classes. Costs can quickly add up if one enrolls in intensive courses that require expensive supplies.
Some schools require parents of young children enrolled in classes to purchase supplies that will be shared among all members, such as tissues and hand sanitizer. This enables teachers to keep extra supplies available should any family not be able to afford what’s necessary.
Many department stores and school supply retailers create their lists of supplies they sell directly to students, which may be more expensive than those provided by districts but can help students prepare for class more affordable. Many stores also host sales during the back-to-school season, which can save families significant sums of money.
The Buffalo Public School’s Purchase Department is responsible for disseminating bid specifications and awarding contracts to vendors. To become pre-qualified to work with the district, vendors must submit proposals through the Bonfire portal. In addition, informational meetings for prospective vendors may take place regularly, but these do not guarantee an order will be placed.
Procurement Process
Procurement involves a series of steps designed to help an organization make sound purchasing decisions. Starting from identifying needs, gathering and analyzing information from suppliers, and finally selecting one with whom a contract will be signed should follow if appropriate. In general, organizations should seek competitive bids from multiple vendors as this will maximize value and minimize delays; exceptions can exist where exceptional circumstances make this inappropriate.
Stakeholders frequently identify products and services they require in order to carry out their daily tasks, which they detail through an intake form or purchase requisition. Once received by a team of stakeholders, including procurement staff, this requisition is evaluated for possible solutions based on price, functionality, quality, and service parameters.
After evaluation is complete, the winning solution is selected, and a contract is awarded. A warranty is a legally binding agreement that details all terms and conditions related to procurement, such as payment terms and any additional information needed for payments. It’s wise to keep copies of documentation related to procurement processes so they can easily be referenced at a later time if need be.
Community-based organizations (CBOs) that wish to submit proposals during the RFPQ process must submit a plan outlining their program or service and be reviewed by a team of district stakeholders; if these meet requirements, CBOs are pre-qualified as partners within Buffalo Public Schools.
Stakeholders using state funds must first obtain prior approval from Procurement Services before purchasing goods or services using these funds. Failure to follow this procedure could result in warning letters or even disciplinary action being taken against them, and entering contracts without an approved procurement instrument in place is considered breaking state law and university policy; such stakeholders could potentially become responsible for any debt incurred by vendors as a result of entering such contracts without proper documentation in place.
RFPQ Process
RFP processes allow businesses to attract a wide array of suppliers by outlining their projects and specifying their requirements, products, and services needed for completion. They also offer accountability and transparency during vendor selection, both features which help avoid favoritism and corruption issues.
Companies looking to maximize the RFP process should first outline exactly which project needs to be completed and the budget available, then establish a deadline and date when the finalist will be selected – this will allow vendors to tailor their proposals so as to meet organizational specifications best, increasing their chances of being chosen as winners.
Government agencies and large organizations most frequently employ RFPQ (request for proposal/qualification) processes; however, they can also prove valuable for smaller businesses looking to maximize qualified candidates while shortening vendor selection times. RFPQs can be conducted using various means, including online forms or teleconferences.
Once an RFP has been issued, potential vendors must review it and submit proposals within an agreed-upon timeline. Each submission should include details regarding the capabilities, experience, and references of the company, as well as pricing estimates and an explanation of proposed approaches to the project. It would also be beneficial to include a timeline describing when vendors must complete work.
After reviewing all submitted proposals, a final selection is made after reviewing which best meets a company’s goals and objectives. Although this process can take time, following an impartial and fair system will help avoid corruption issues as well as favoritism in favoritism cases, saving both parties money in the long run – especially important for government agencies that must comply with strict federal/state privacy laws when handling sensitive data.
Subcontracting
The District will require all vendors that may subcontract with third-party contractors that receive student, teacher, or principal data to sign a Data Sharing and Confidentiality Agreement consistent with law, district policy, and best practices – an essential step toward protecting student privacy and protecting teachers’ careers.
SUNY strongly believes that procurements should support local and small businesses in New York State by supporting local economies. Therefore, respondents to contracts should identify all companies operating within New York State that will be utilized under them and their dollar value.
Community-based organizations (CBOs) seeking prequalification as providers for Buffalo Public School’s supplemental programming should submit a program proposal. Visit TIPS FOR SUCCESS for instructions on submitting proposals.