Invitations to Bid (ITB), Request for Proposals (RFP), & Request for Quotes (RFQ)
ITB
Invitations to Bid
An invitation to bid (ITB) or invitation for bid (IFB) is an invitation to contractors or equipment suppliers, through a bidding process, to submit a proposal on a specific project to be realized or product or service to be furnished. The ITB is focused on pricing and not on ideas or concepts. An offer given in response to an ITB is a bid, which should not be confused with a quote. “Offer” means a response to a solicitation that, if accepted, would bind the bidder to perform the resultant contract. A quote is not an offer and, consequently, cannot be accepted to form a binding contract.
If not stated otherwise, the contractor or supplier with the lowest bid is awarded the contract, provided that they meet the minimum criteria for the bid. This is in contrast to a request for proposal (RFP), in which case other reasons (technology used, quality) might cause or allow choice of the second best offer.
Current ITB
Current open Invitations to Bid are listed below by ITB #, date published and submittal due date. All related documentation is included for each respective ITB.
RFP
RFP Solicitations
A request for proposal (RFP) is a document that solicits proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals. It is submitted early in the procurement cycle, either at the preliminary study, or procurement stage.
An RFP is used where the request requires technical expertise, specialized capability, or where the product or service being requested does not yet exist, and the proposal may require research and development to create whatever is being requested.
The RFP presents preliminary requirements for the commodity or service, and may dictate to varying degrees the exact structure and format of the supplier’s response. Effective RFPs typically reflect the strategy and short/long-term business objectives, providing detailed insight upon which suppliers will be able to offer a matching perspective.
RFP’s are focused on more than just pricing and cost, they entail bit of consulting from the contractor or vendor.
In principle, an RFP:
- Informs suppliers that an organization is looking to procure and encourages them to make their best effort.
- Requires the company to specify what it proposes to purchase. If the requirements analysis has been prepared properly, it can be incorporated quite easily into the Request document.
- Alerts suppliers that the selection process is competitive.
- Allows for wide distribution and response.
- Ensures that suppliers respond factually to the identified requirements.
- Is generally expected to follow a structured evaluation and selection procedure, so that an organization can demonstrate impartiality – a crucial factor in public sector procurement’s.
Please email us if you plan on participating in the RFP process so we can add you to the plan holders list. We will then be able to include you on any future emails regarding questions and answers or addenda.
Current RFP
Current open RFP’s are listed below by RFP #, date published and submittal due date. All related documentation is included for each respective RFP.
RFP # ESD 112-15-21, Prepackaged Meal Preparation Service
ESD 112 seeks a vendor to provide prepackaged meals for our Early Care and Education Department to support our various child care centers.
Date Published: October 22, 2021
Pre-Proposal Meeting: A mandatory- virtual – pre-proposal meeting will be held over ZOOM Platform Wednesday, November 3, 2021 beginning at 10:00 AM. Please email Jeff.strunk@esd112.org for invite/access to Zoom meeting address.
Deadline for Questions: November 10, 2020
Bid Due Date: Friday, November 19, 2021 until 2:00 PM PT.
Bid Documents:
RFP # ESD 112-15-21, Prepackaged Meal Preparation Service
Affidavit:
The Columbian
Educational Service District 112 is soliciting proposals for architecture drawings services and permitting services at the 49th Street Academy building located at 14619 NE 49th St B, Vancouver, WA 98682.
The project is to demolish some current walls and reconfigure the space. This will include significant plumbing work as multiple restrooms and sinks need to be added.
Date Published: June 4, 2021
Informational Site Meeting: TBD
Proposal Due Date: June 25, 2021 (no later than 2:00 p.m. PST)
RFP Documents:
Deadline for Questions: June 14, 2021
Affidavit:
RFQ
RFQ Solicitations
A request for quotation (RFQ) is a standard business process whose purpose is to invite suppliers into a bidding process to bid on specific products or services. RFQ generally means the same thing as ITB (Invitation to Bid) or IFB (Invitation For Bid).
An RFQ typically involves more than the price per item. Information like payment terms, quality level per item or contract length may be requested during the bidding process.
To receive correct quotes, RFQs often include the specifications of the items or services to make sure all the suppliers are bidding on the same item or service. Logically, the more detailed the specifications, the more accurate the quote will be and comparable to the other suppliers. Another reason for being detailed in sending out an RFQ is that the specifications could be used as legal binding documentation for the suppliers. RFQs are best suited to products and services that are as standardized, as this makes each supplier’s quote comparable.
An RFQ allows different contractors to provide a quotation, among which the best will be selected. It also makes the potential for competitive bidding a lot higher, since the suppliers could be quite certain that they are not the only ones bidding for the products.
Please email us if you plan on participating in the RFQ process so we can add you to the plan holders list. We will then be able to include you on any future emails regarding questions and answers or addenda.
Current RFQ
Current open RFQ’s are listed below by RFQ #, date published and submittal due date. All related documentation is included for each respective RFQ.
Awarded Solicitations
Awarded Solicitations
RFPs and RFQs are published on behalf of ESD 112 for educational organizations to ensure competitive pricing and availability of qualified vendors. The awarded RFP and RFQ’s are a result of competitively bid contracts that are awarded following the submittal of bids as outlined in the respective ITB, RFP or RFQ tabs.
Contract awarding is the method used during a procurement in order to evaluate the proposals taking part and award the relevant contract. Usually at this stage the eligibility of the proposals has been concluded. So it remains to choose the most preferable among the proposed. There are several different methods for this, which are obviously related to the proposition method asked by the procurement management.
Contracts are the binding agreements that result following the ITB, RFP and RFQ process.
Awarded ITB
Notice is hereby given the Board of Directors for the Educational Service District 112, ESD112, Vancouver, Washington, is soliciting competitive bids from responsible contractors for the renovation of our 2400 warehouse into office space.
The primary project scope includes: limited/select demolition of finishes and other elements in an existing tilt-up warehouse to complete the tenant improvement work necessary to convert space to accommodate and support teaching and learning with focus on mental health and wellbeing in teaching and learning environment. Work will include but is not limited to the complete renovation of the interior and exterior space as shown on project documents. Contractor shall provide all plant, material and equipment necessary to complete the work.
Date Published: August 27, 2021
Site Meeting: Monday, September 13, 2021
Due to Covid Restrictions please contact Jeff Strunk via email, jeff.strunk@esd112.org, to schedule an appointment to view the site.
Deadline for Questions: September 17, 2021
Bid Due Date: Tuesday, September 22, 2021 until 3:00 PM PST.
Bid Documents:
All bid documents can be found on J2 Blueprint Supply Plancenter:
https://plans.j2b.com/project/esd_112_warehouse_renovation/
Affidavit:
Bid Results:
Notice is hereby given the Board of Directors for the Educational Service District 112, ESD112, Vancouver, Washington, is soliciting competitive bids from responsible contractors for the construction of a Mental Health Center on the ESD112 Campus. ESD112 will receive sealed bids for the construction of the Mental Health Center.
The primary project scope includes:
Limited/select demolition of finishes and other elements in an existing tilt-up warehouse to complete the tenant improvement work necessary to convert space to accommodate and support teaching and learning with focus on mental health and wellbeing in teaching and learning environment. Work will include but is not limited to the complete renovation of the interior and exterior space as shown on project documents. Contractor shall provide all plant, material and equipment necessary to complete the work.
Date Published: March 2, 2021
Site Meeting: Monday, March 8, 2021
Due to Covid Restrictions please contact Jeff Strunk via email, jeff.strunk@esd112.org, to schedule an appointment to view the site.
Deadline for Questions: March 9, 2020
Bid Due Date: Tuesday, March 23, 2021 until 2:00 PM PST.
Bid Documents:
All bid documents can be found on J2 Blueprint Supply Plancenter:
https://plans.j2b.com/project/esd112_mental_health_center_rebid/
Affidavit:
Bid Results:
Notice is hereby given the Board of Directors for the Educational Service District 112, ESD112, Vancouver, Washington, is soliciting competitive bids from responsible contractors for the construction of a Mental Health Center on the ESD112 Campus. ESD112 will receive sealed bids for the construction of the Mental Health Center.
The primary project scope includes:
Limited/select demolition of finishes and other elements in an existing tilt-up warehouse to complete the tenant improvement work necessary to convert space to accommodate and support teaching and learning with focus on mental health and wellbeing in teaching and learning environment. Work will include but is not limited to the complete renovation of the interior and exterior space as shown on project documents. Contractor shall provide all plant, material and equipment necessary to complete the work.
Date Published: January 22, 2021
Informational Site Meeting: A Nonmandatory- Virtual – pre-bid conference for General Contractors, will be held over ZOOM Platform Tuesday, January 26, 2021 beginning at 10:00 AM. Attendance at the pre-bid site conference is not mandatory for General Contractors interested in bidding on this project. General Contractors are encouraged to email Jeff.strunk@esd112.org for invite/access to Zoom meeting address.
Deadline for Questions: January 29, 2020
Bid Due Date: Friday, February 12, 2021 until 3:00 PM PST.
Bid Documents:
All bid documents can be found on J2 Blueprint Supply Plancenter:
https://plans.j2b.com/project/esd112_mental_health_center/
Affidavit:
Bid Results:
Bid No. ESD112-ETC-20
Notice to Original Equipment Manufacturers, Resellers and Distributors of Audio-Visual and Television Production Equipment
Notice is hereby given that The Vancouver Educational Telecommunication Consortium (TV-ETC), and Educational Service District 112 (ESD 112), fiscal agent, Vancouver, Washington, shall receive formal sealed bids for audio-visual and television production equipment. Bids shall be submitted to the TV-ETC department at Educational Service District 112, 2500 NE 65th Avenue, Vancouver, WA 98661 by 4:00 p.m. (PST) on February 4, 2021. Bids shall be opened and publicly read on February 8, 2021 at 9:00 a.m. at ESD 112. All interested persons are entitled to attend the bid opening. Due to COVID19 restrictions, all interested persons are required to send notice of attendance, to public bid opening, via email to mary.rentzel@esd112.org by February 4, 2021.
This Invitation to Bid (ITB) has been published in newspapers or business journals of general circulation pursuant to applicable laws. In addition, the (ITB) and associated bid documents are posted on ESD 112’s procurement web site at as of January 7, 2020.
ESD 112 reserves the right to reject any or all bids, to waive informalities, and to accept only such bids or portion of any bids as may be to the best interest of TV-ETC, and ESD 112, or to reissue the ITB.
Please contact Mary Rentzel, TV ETC Coordinator, mary.rentzel@esd112.org or 360-952-3643 with any questions. Any addendums to the bid will be posted on this page. Bidders are responsible for checking this page for any changes in the bid.
Please refer to the bid documents on this page. Complete and return them by 4:00 p.m. (PST) on February 4, 2021.
TV-ETC Bidders Narrative of Qualifications
TV-ETC Bidders Offer and Acceptance Form
Questions and Answers:
Important the last day for Bidders to submit questions is January 28, 2021
Final Q/A will be posted after January 28, 2021.
Bid Evaluation Completion Date: 2/16/21
Protest Period Dates: 2/17/21 – 2/23/21
Letter of Intent to Award Sent: 2/24/21
Awarded Vendors:
Affidavits:
ITB Number: #ESD 112-17-20 PPE Re-Supply
ESD 112, on behalf of a purchasing cooperative consisting of over 300 schools in the State of Washington, is seeking to procure personal protective equipment (PPE) necessary for our schools to reopen in the fall.
Date Published: October 15, 2020
Pre-Bid Zoom Conference: October 23, 2020, 9:00 a.m. PT https://us02web.zoom.us/j/89896851128
Proposal Due Date: November 5, 2020 (no later than 3:00 p.m. PT)
Anticipated Date of Award: November 9, 2020
ITB Documents:
ITB ESD 112-17-20, Personal Protective Equipment, Re-Supply
Deadline for Questions: October 28, 2020
Questions and answers related to RFP:
Affidavit:
Kitsap Sun
The Bellingham Herald
The Columbian
The Olympian
The Seattle Times
The Spokesman-Review
Tri-City Herald
The Wenatchee World
Yakima Herald-Republic
Preliminary Results:
Bid Tabulation
ITB Number: #ESD 112-14-20 Completed
ESD 112, on behalf of a purchasing cooperative consisting of over 300 schools in the State of Washington, is seeking to procure personal protective equipment (PPE) necessary for our schools to reopen in the fall.
Date Published: June 22, 2020
Pre-Bid Zoom Conference: June 26, 2020
Proposal Due Date: July 10, 2020 (no later than 3:00 p.m. PST)
Anticipated Date of Award: July 13, 2020
ITB Documents:
ITB ESD 112-14-20, Personal Protective Equipment
Deadline for Questions: July 1, 2020
Questions and answers related to RFP:
Addendum 1
Affidavit:
Kitsap Sun
The Bellingham Herald
The Columbian
The Olympian
The Seattle Times
The Spokesman-Review
Tri-City Herald
Wenatchee World
Yakima Herald
Preliminary Results:
Bid Tabulation
Bid No. ESD112-ETC-19
Notice to Original Equipment Manufacturers, Resellers and Distributors of Audio-Visual and Television Production Equipment
Notice is hereby given that The Vancouver Educational Telecommunication Consortium (TV-ETC), and Educational Service District 112 (ESD 112), fiscal agent, Vancouver, Washington, shall receive formal sealed bids for audio-visual and television production equipment. Bids shall be submitted to the TV-ETC department at Educational Service District 112, 2500 NE 65th Avenue, Vancouver, WA 98661 by 4:00 p.m. (PST) on January 16, 2020. Bids shall be opened and publicly read on January 17, 2020 at 9:00 a.m. at ESD 112. All interested persons are entitled to attend the bid opening.
This Invitation to Bid (ITB) has been published in newspapers or business journals of general circulation pursuant to applicable laws. In addition, the (ITB) and associated bid documents are posted on ESD 112’s procurement web site at as of December 12, 2019.
ESD 112 reserves the right to reject any or all bids, to waive informalities, and to accept only such bids or portion of any bids as may be to the best interest of TV-ETC, and ESD 112, or to reissue the ITB.
Please contact Rose Yandell, TV ETC Coordinator, rose.yandell@esd112.org or 360-952-3643 with any questions. Any addendums to the bid will be posted on this page. Bidders are responsible for checking this page for any changes in the bid.
Please refer to the bid documents on this page. Complete and return them by 4:00 p.m. (PST) on January 16, 2020.
TV-ETC Invitation to Bid: #ESD112-ETC-19
TV-ETC Equipment Bid Form (Form A)
TV-ETC Bidders Narrative of Qualifications
TV-ETC Website for Bids #ESD112-ETC-19
TV-ETC Bidders Offer and Acceptance Form
Questions and Answers:
Q/A Posted 1/2/2020 – Note: Questions #5-6 highlights product number information
Important the last day for Bidders to submit questions is Friday, January 9, 2020
Final Q/A will be posted after January 9, 2020.
Bid Evaluation Completion Date: 1/17/20
Protest Period Dates: 1/21-1/29/2020
Letter of Intent to Award Sent: 1/30/2020
Awarded Vendors:
Adorama Inc.
B&H Foto & Electronics Corp.
California Media Solutions Inc.
Troxell Communications
Affidavits:
The Columbian Newspaper
ITB Number: #ESD 112-16-19 Roof Recovering – 2300 Building
Please note: As a result of the March 26, 2020 order by the Governor to halt construction due to the Coronavirus pandemic, the March 31, 2020 due date has been extended.
This webpage will be updated with a new addendum in the coming weeks with important information regarding the ITB #ESD 112-16-19 Roof Recovery- 2300 Building.
ESD 112 seeks to establish a contract to install TPO membrane over existing roof system.
Date Published: 10/29/19
Pre-Bid Site Mandatory Meeting: November 12, 2019 at 11:00 a.m.
Pre-Bid Site Mandatory Meeting attendee list
Deadline for Questions: November 17, 2019 by 4:00 p.m.
Amended (Per Addendum No. 05) Bid Due Date: March 31, 2020 ( no later than 2:00 p.m.)
Public bid opening immediately after.
Date of Intent to Award: TBD – Date based on new due date
Protest Period: Five business days following the due date
Contract Start Date: TBD – Date based on new due date
ITB Documents:
ITB #ESD 112-16-19 Roof Recovering
Addendum No. 01
Subject: Pre-Bid Walkthrough
Date Issued: November 18, 2019
Addendum No. 02
Subject: Bid Due Date Extension
Date Issued: November 21, 2019
Addendum No. 03
Subject: Plumbing Updates and Bid Due Date Extension
Date Issued: December 17, 2019
Addendum No. 04
Subject: Bid Due Date Extension
Date Issued: January 21, 2020
Addendum No. 05
Subject: Engineering Information and Final Due Date
Date Issued: February 18, 2020
Addendum No. 05 documents include:
Permit Set
Project Manual
*Note any questions regarding these documents are due by March 12, 2020
Addendum No. 06
Subject: New Engineering Information and Revised Final Due Date
Date Issued: April 20, 2020
Addendum No. 06 documents include:
Revised Permit Set
Revised Project Manual
Asbestos Testing Report
Affidavit:
The Columbian Newspaper
Questions and answers related to RFP:
Will be posted when available
Awarded RFP
RFP Number: #ESD 112-08-21 Document Scanning Services
Educational Service District 112 is seeking professional services to digitize a large volume of paper records. The estimated initial volume is at least 20 pallets x 13.33 sq ft.
Date Published: May 17, 2021
Proposal Due Date: June 7, 2021 (no later than 2:00 p.m. PT)
RFP Documents:
RFP ESD 112-08-21 Document Scanning Services
Addendum 1:
Affidavit:
ITB Number: #ESD 112-02-21
ESD 112 seeks to establish an Annual Service Contract for plumbing services, comprised mainly of repair work and/or small upgrades to existing systems as they arise, for all of our light-commercial and ESD properties.
Services to be calculated on a “prevailing wage rate” for work in Washington State. Include the prevailing wage labor rates for the following categories: Journeyman, Apprentice, Helper, and state allowed travel-time rate based on the State Of Washington Prevailing Wage mandated rates (see website). Contractors without an established customer base, sales and support offices, and dispatch center in the Vancouver, Washington and/or Portland, Oregon Metropolitan area will NOT be considered.
Date Published: February 1, 2021
Deadline for Questions: February 12, 2021
Proposal Due Date: February 26, 2021 (no later than 2:00 p.m. PST)
Anticipated Date of Award: March 1, 2021
RFP #ESD 112-02-21 Documents:
Affidavit:
RFP#ESD112-Erate-2021
Education Service District 112 is soliciting proposals for telecommunications products and services for the ESD 112 E-rate Consortium. Products/services sought for districts include: voice and data communications services, network hardware, network wiring, and installation services. Funding for selected products and services will be requested from the E-rate program. Interested parties may obtain downloadable copies of the RFP documents listed below.
Date published: January 8, 2021
Submittal due date: February 5, 2021 (no later than 3:00 PM PST)
Send all proposals, quotes etc as outlined on page 3 of the RFP #ESD112-Erate-2021 document below.
RFP #ESD112-Erate-2021 Documents:
RFP Number: #ESD 112-18-20 Real Estate Brokerage Services
ESD 112 is requesting proposals from licensed Real Estate Brokers in the State of Washington, to provide professional brokerage services for the marketing, listing, and selling of approximately 5 acres of light industrial property located on the southwest corner of SE 1st Street and SE Olympia Drive in Vancouver, WA 98684.
Date Published: December 10, 2020
Proposal Due Date: January 5, 2020 (no later than 2:00 p.m. PT)
RFP Documents:
RFP ESD 112-18-20, Real Estate Brokerage Services
Affidavit:
Educational Service District 112 is soliciting proposals for architecture services at our 2400 building located at 2500 NE 65th Ave., Vancouver, WA. 98661.
The project is to completely renovate an open warehouse space into a 15,000 sq. ft. mental health treatment facility. This will include offices, meeting rooms, therapy rooms, restrooms, kitchen and break areas, etc. Please see the preliminary floor plan below for our proposed vision of the facility.
Date Published: July 6, 2020
Informational Site Meeting: July 15, 2020 (11:00 a.m. PST)
Proposal Due Date: July 25, 2020 (no later than 2:00 p.m. PST)
RFP Documents:
2400 Mental Health Facility RFP
Deadline for Questions: July 17, 2020
Affidavit:
Awarded to Ankrom Moisan Architects
RFP Number: #ESD 112-13-20
ESD 112 provides E-rate consulting services for a consortium of approximately 55 – 65 schools and school districts throughout Washington state each year. In addition, ESD 112 as a district applies for E-rate discounts. ESD 112 is seeking bids from an established E-rate consulting company to act as sub-contractor to provide E-rate consulting for its consortium members, as well as to provide E-rate consulting for ESD 112.
Date Published: June 17, 2020
Proposal Due Date: July 13, 2020 (no later than 2:00 p.m. PST)
Anticipated Date of Award: July 20, 2020
RFP Documents:
RFP ESD 112-13-20, E-Rate Consulting Services
Deadline for Questions: July 1, 2020
Questions and answers related to RFP:
Addendum 1
Affidavit:
Columbian Affidavit
Award to EdTech Logistics, LLC
RFP Number: #ESD 112-9-20
ESD 112 seeks to establish a contract or contracts for custodial services at our new transportation center in Vancouver and our Spero Center in Longview. Specific locations and details outlined in the RFP document link below.
Date Published: March 24, 2020
Proposal Due Date: April 17, 2020 (no later than 2:00 p.m. PST)
Anticipated Date of Award: April 23, 2020
RFP Documents:
RFP #ESD 112-9-20: Custodial Services for Transportation Center and Spero Longview
Deadline for Questions: April 7, 2020
Questions and answers related to RFP:
Will be posted when available
Affidavit:
The Columbian Newspaper
Title: Request for Proposal for Property/Casualty Claims Audit for the Southwest Washington Risk Management Insurance Cooperative
Date Published: 10-7-19
Proposal Due Date: November 8, 2019 (no later than 5:00 pm PST)
All questions to be submitted in writing.
Questions Due Date: October 28, 2019
RFP Documents:
RFP for Property/Casualty Claims Audit for the Southwest Washington Risk Management Insurance Cooperative (document contains a complete list of important dates)
Questions and Answers related to RFP: N/A
Addenda: N/A
Awarded to:
Praxis Claims Consulting – Award Letter
RFP Number: #ESD 112-8-19 Flooring Services – (with updated Addendum No. 01 language issued 8/19/19)
ESD 112 seeks to establish a contract for Flooring Services
Date Published: 8/5/19
Proposal Due Date (per Addendum): August 27, 2019 (no later than 2:00 p.m. PST)
Projected Contract Start Date (per Addendum): September 6, 2019
Date Awarded: 10/1/19
Awarded to: Primary: Great Floors Secondary: Cascade Flooring
RFP Documents:
RFP #ESD 112-8-19 Flooring Services (with Addendum No. 01 Language)
Addendum No. 01:
Subject: Due date extension, updated project timetable and contract period
Affidavit:
The Columbian Newspaper
Deadline for Questions: August 12, 2019
Questions and answers related to RFP:
Will be posted when available
Awarded RFQ / Small Works (SW)
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