Doing Business with the District

Policies & Procedures

All District purchases not exempt from the competitive solicitation process, with an estimated value of $50,000 (current formal bid threshold level) or more, are normally purchased by means of an advertised formal solicitation. The requirements are incorporated into an Invitation to Bid, Request for Proposals, Invitation to Negotiate, or Request for Qualifications. Solicitation packages include the District's standard terms and conditions as well as detailed specifications describing the product or service required. Formal solicitations are advertised on these web pages:

An Invitation to Bid (ITB) is used when the District is able to define the specifications. The award is made to the lowest responsive, responsible bidder.

A Request for Proposal (RFP) is used when the District solicits the business community for solutions to a particular set of requirements. An RFP has award criteria that includes price, however price is not the only factor considered.

An Invitation to Negotiate (ITN) is utilized to negotiate the scope of services and pricing in order to obtain best value. A Request for Qualifications (RFQ) is used to solicit construction related services governed by Florida Statutes Chapter 287.055.

Aggregate purchases less than $50,000 may be purchased through various informal methods including a Request for Quotation from departments including Procurement. Florida Statutes and the Department of Education rules allow for exemptions from competitive solicitations for specific commodities and services.

Vendor Registration

We invite all businesses to participate in the District's purchasing process. New vendors who have not conducted business with the District should download a copy of the Vendor Bid List Notification Form from our website and return the completed document in pdf format to the Procurement Department via email. Current vendors should annually verify that all registration information is current and up to date.

Vendors should regularly monitor the Procurement website for new solicitations of interest to their organization. Solicitations currently open for bidding are located on the Active Solicitations pages:

As a courtesy, the District attempts to contact registered vendors as solicitations are released; however no guarantee is made or implied that the District will notify vendors of any current or upcoming solicitations. Previously awarded bids are located on Procurement's websites:

Construction Bids and RFQ's

Construction related solicitations that are governed by Florida Statues Chapter 287 are also issued by the Procurement Services Department. Information on these items is located on the Procurement website under the title Construction Solicitations:

Awarded Vendor

Vendors who have been awarded a contract and will be on campus when students are present are required to comply with the requirements of Florida Statutes, Section 1012.465. Cost and additional information is located on the following website:

Construction Bids

The Procurement Services Department issues bids for construction projects. Construction project solicitations are posted on the following website:

Bid Openings

All formal bid openings are public. All interested parties are welcome to witness the bid openings. There is no intent to make a determination of an award at the time of the bid opening. In compliance with Florida Statutes, bid prices are not disclosed at the bid opening, except for construction bids solicited in compliance with Florida Statutes Chapter 287. All submittals are subject to evaluation by the District before a recommendation of an award is presented to the School Board.

All bids and proposals are subject to the Public Records Law and as such are accessible to interested parties pursuant to Chapter 119, Florida Statutes.

Freight, Delivery Point & Documentation

All District purchases are considered F.O.B. destination unless indicated in writing by the District. Vendors may take specific exception and note the exception on written quotes or provide information with the solicitation response. The Purchase Order number should appear on all bills of lading and invoices.

Taxes

The School District of Lee County is exempt from sales and excise taxes imposed by the State or Federal Government.

Payments

With few exceptions, two copies of each invoice should reference both the purchase order number and the name of the ordering school or department. Invoices are mailed to:

The School District of Lee County
Accounts Payable Department
2855 Colonial Blvd.
Ft. Myers, FL 33966

Under normal circumstances, payments will be completed within 30 days of receipt of goods/services and a proper invoice. For questions or comments please call: 239.337.8523