How to prepare a bid document
How to Submit Official Competitive Bids/Proposals
Each invitation to bid is posted on our website and vendors/suppliers can submit their bids. Unless otherwise noted, if you download documents, you must check back to the website within 4 business days of bid/proposal opening to ensure you are informed of any addendums, which you will note on your bid/proposal form. Failure to do so may result in a rejection of bid/proposal.
All invitations to bid that are posted on our website, contain the following:
- Date, time and place bid is to be opened. It is absolutely mandatory that all bids be delivered in accordance with those instructions. Bids that are received late are not accepted. General requirements and conditions. Detailed specifications. Many times, brand names and model numbers are utilized in the bid specifications as a way of communicating minimal requirements of the district. This in no way prevents a company from bidding alternates, if specified in bid specs; however, all deviations must be stated in the bid document or the bidder will be required to supply the item completely as specified. All alternates must meet or exceed the specifications in order to be considered. Pre-bid/proposal meetings. For many bids/proposals, pre-bid/proposal meetings are a part of the process. This information is included in the bid/proposal spec. These meetings are an opportunity for bidders/proposers and SPPS staff to meet, discuss the bid/proposal specifications and ask all questions that are necessary to enable the bidders/proposers to prepare their bid/proposal response.
All questions pertaining to bid specs must be presented in writing to the Purchasing & Contract Services Department to ensure that proper information is included in your bid/proposal response and also to ensure that all vendors receive the same information. Purchasing & Contract Services is not responsible for information that is provided by other departments or contractors.
For construction bids, all questions or requests for plans, specifications or clarification need to be submitted to the A&E firm that is managing that project.
Bid/Proposal Opening Procedures
All bids are opened promptly on the date and at the time stated in the bid specs. All interested vendors are invited to attend. All bid openings are public and bids are read aloud and a tabulation of all bids are made at this time. Bid tabulations are made available on the Purchasing website. Once bids are opened, no changes can
be made. If a vendor realizes a mistake has been made, they are afforded two options:
Honor their bid as written; or
Withdraw their bid on the item(s) in question or the entire bid. This may result in forfeiture of your bid bond.
It is the intent of the school district and the Saint Paul Public Schools Purchasing & Contract Services Department to obtain the best quality materials at the lowest prices possible as allowed by Minnesota Statutes 123B.52 and Section 16C.28.
Bid Award Notification
The SPPS Purchasing Department will issue all official bid award notifications. Award notifications from any other department or staff member of the district may be incorrect information.
Invoices & Payment Terms
By law the school district has 35 days after receipt of an invoice to present payment. It is the intent of the school district to pay all invoices as promptly as possible; however, by acceptance of an SPPS purchase order you have agreed to the 35 day payment policy. All invoices are submitted to the SPPS Accounts Payable Department.
Click on document link at the bottom of this page to view current insurance requirements
The immunity of the owner shall not be a defense from the insurance carrier. The selected vendor will be required to supply an insurance certificate naming SPPS as an additional insured prior to the start of the project. All successful bidders will be required to submit a Certificate of Insurance after award.
Bonding and Insurance Requirements for Contracted Services
All vendors submitting proposals for contracted service work shall comply with the following requirements. Vendors submitting proposals which do not comply with these requirements shall not be considered.
Bonding Requirements If Construction Is Involved
Bids shall be accompanied by a bid bond from a reliable surety company licensed to do business in the State of Minnesota in the amount not less than five per cent (5%) of the total maximum bid price payable without recourse to St. Paul Public Schools; or cashier's check or certified check upon a state bank in the same amount as a guarantee that the bidder will enter into a contract and execute a payment and performance bond on any or all projects $50,000 or above within ten (10) calendar days after notice of award of the contract to them.Source: vendor.spps.org