01_-_EVT0010976_COST_SHEET__Year_One.xlsx

Overview for Sponsors Overview

This workbook is designed to help sponsors complete a price comparison under the Simplified Acquisition procurement method.

Sponsors may use this workbook in one of two ways:

Option 1: All Items

Under this option, the sponsor lists all items expected to be purchased and requests pricing on the full item list.

This is the most complete approach because vendor pricing is compared across the full scope of purchases.

Sponsors using this option should enter:

Using all items provides a full price comparison and may be the best option when the sponsor has a manageable number of items.

Option 2: Market Basket

Under this option, the sponsor uses a representative sample of items rather than listing every item.

A sample is only considered a true market basket if it is representative of the sponsor’s normal purchasing activity.

The market basket should:

Sponsors commonly create a market basket by:

This creates a standardized and documented way to build a representative sample.

Important Note About Market Basket Pricing

Even if a sponsor uses a market basket to compare pricing and determine which vendor offers the best overall pricing, the sponsor must still obtain pricing for all items from the selected vendor at or before the time of award.

A market basket may be used to simplify the evaluation process, but it does not replace the requirement to obtain complete pricing for all items being procured.

Important Reminder for Both Options

For either option, sponsors should use purchasing records from their current vendor(s) for the previous 12 months or the prior school year.

Sponsors should make sure item descriptions and pack sizes are clear so vendors are comparing apples to apples. For example, a 72-count case should not be compared to a 60-count case.

Sponsors must also keep all supporting documentation related to the price comparison on file.

Overview for Vendors Vendor Instructions

This spreadsheet is being provided so the vendor can submit pricing for the items listed by the sponsor.

The sponsor has already entered the item information. For each row, the vendor should review the product specifications, pack size, and quantity listed.

Using that information, the vendor should determine the best price they can offer for that item and enter the price in the designated vendor pricing column.

The vendor should complete pricing for all listed items using the specifications and pack sizes provided by the sponsor.

The vendor should not change the item descriptions, pack sizes, or quantities entered by the sponsor. The vendor should only enter pricing in the designated vendor column.

After entering all pricing, the vendor should save the completed spreadsheet and return it to the sponsor.

If the vendor has questions about an item description, pack size, or other specification, the vendor should contact the sponsor for clarification before submitting pricing.

Vendor Price Entry Bottom-Line - Vendor Price Entry - YEAR ONE