Section 9: Request For Proposals Outside Purchasing (Professional & Personal Services)

The Commissioners Court has adopted policy that allows departments to procure professional/personal services outside the Purchasing Department if the Department:

  • Reports to the Commissioners Court;
  • Obtains approval of the RFP from Commissioners Court; and
  • Uses the “Standard Request For Proposal” format (see Appendix C of this Manual).
In using the template, the Department should add, delete and change the sections, paragraphs, sentences or words in the RFP template to adapt it to deal effectively with the particular, factual situation and accomplish the Office’s or Department’s objectives. In adapting the template, however, the office or department shall not change the numerical designation of sections. If a section is not used, the department should put the words (NOT USED) in parentheses behind the title of the section (e.g. 2.7 PRE-PROPOSAL CONFERENCE (NOT USED)).

The Court’s policy allows use of outside professional and personal service contractors when:

  • Technical expertise is required which does not exist within Bexar County resources;
  • A temporary requirement exists that cannot be met by Bexar County’s existing work forces; and
  • It is necessary to receive advice and recommendations independently of the Bexar County work force.
  • It should be noted that while the County encourages the participation of SMWBE, it cannot be included as an evaluation factor.
  • Please contact the SMWBE Program Office and the Purchasing Department for a listing of available SMWBEs.
  • The Purchasing Department does release the advertisement to the newspaper and post it to TEG.
Exhibit 15 outlines the basic procedure and process for this type of RFP.

Exhibit 15

Step

Responsibility

Obtain copy of RFP template and Enterprise Owner Information Form

Department

Develop RFP using standard template

Department

Request RFP approval and Authority to Advertise from Commissioners Court

Department

Approve RFP and Authority to Advertise

Commissioners Court


Enter requisition for advertising RFP and submit to Purchasing Department

Department

Advertise RFP

Purchasing Department

Hold pre-proposal conference (if applicable)

Department

Receive and open proposals

Department

Evaluate proposals (see Appendix C, Template for RFP, section 5) for selection criteria and recommend award

Department and Purchasing (as requested)

Request Authority to Award RFP from Commissioners Court

Department

Approve Authority to Award RFP

Commissioners Court

Negotiate contract terms and conditions with vendor and work with district attorney’s office to draft contract documenting negotiated terms and conditions.

Department

Request contract award from Commissioners Court

Department

Approve contract award

Commissioners Court

File and distribute copies as appropriate.

Department