Intake Form - ITBs, RFPs, and RFQs

This Intake Form is used to request a formal Invitation to Bid (ITB), Request for Proposal (RFP), or Request for Qualifications (RFQ). Use this form when piggybacking off of another cooperative or public agency's bid.

Intake Form Deadlines 2024-2025

Total Compensation or NTE Amount

This is the Total not-to-exceed for the term of the Agreement or the Agenda Item. If the cost is greater than $250,000, complete a cost analysis form and upload it as an attachment (Select Letter "F" from this link)

New Bid or Request for Formal Proposal

Requested Board Date

This date must be at least 8 weeks from the intake submission date. You can access the board dates.

mm/dd/yyyy

Start Date of Services

This is the date the work is to start.

mm/dd/yyyy

End Date of Services

This is the date the work is to end.

mm/dd/yyyy

How Many Years are Included on this Contract?

Please note if this vendor is used year over year, SSC will require a multi-year contract.

Are You requesting Optional Years?

Is this a District Wide Contract?

Will this contract be used by various school sites, departments or central offices?

Requestor Name

Point of Contact if there are questions related to this intake form. It is important this information is complete and accurate.

Requestor Title

Requestor Email

Work email address (sandi.net)

Requestor Phone

Phone

Department ID

Please use 4 digits.

School, Department, Location of Work

This is the site on which the work will occur. If multiple locations, state "District-wide"

District Contract Representative (DCR) Name

This is the District employee that will supervise the services being performed.

DCR Title

DCR Department Name

CR Email

DCR Address

Please include Address, City, State, and Zip.

DCR Phone

Phone

RECOMMENDATION FOR BOARD AGENDA: This Agreement will provide the District with what type of services

(e.g.: WHAT from WHOM and for HOW LONG):

Type of Funding

The type of funding is important to state within the body of the Agreement

Budget String and Budget Name (Resource Type)

This is the name of the budget fund. Check with your budget analyst on proper funding before you submit an intake form. Contracts that are not approved by your budget analyst risk being rejected.

Note: Identify if this is District-Wide or site/department-identified funds

Resource

Please enter the resource account that you will be using for this contract. This number requires 5 digits.

Budget String #- Year 1

Must provide valid budget strings for all years - Email from budget analyst must be attached validating budget strings. Please enter N/A if a budget is not being used. Please do not enter anything in this field other than the budget string.

TBD is not acceptable.

Please submit using this format:

xxxx-xxxxx-xx-xxxx-xxxx-xxxx-xxxxx-xxxx

Name of Budget Analyst

Budget Analyst Email

Prior Year Fiscal Impact ($)

(e.g: For the period July 1, 2024-June 30, 2025: $100,000.00)

Labor Implications

Consultation with Board Advisory Committee

If this does not apply to your agenda item, state Not Applicable; otherwise, please indicate date(s) consulted with committee and outcome. If Not Applicable, please enter "N/A".

Items Needed. Attach all applicable Items to expedite the contracting process

1. Scope of Work in a Word Document. 2. W-9 Form 5. Price Cost Analysis if greater than $150K

Drop your files here

Confirm your Scope of Work is attached.

To ensure your Scope of Work has the required elements, visit our example (click on letter "H"):

Important Notes to Contract Specialist:

Authorized Approver

The "Authorized Approver" is the person that will be noted as the Originator/Contact on the Board Agenda.

Authorized Approver's Title, Email, and Phone No.

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