3-TUHSD FSMC RFP 27-15-31 Evaluation Timeline.pdf

TUHSD FSMC RFP No. 27-15-31 — Evaluation Planning Timeline

Tolleson Union High School District No. 214

FSMC RFP No. 27-15-31 — Evaluation Timeline Options

Decision regarding oral presentations to be made after Friday, September 25, 2026

Purpose and Decision Point The District will begin with the same written-proposal evaluation process for all responsive FSMC proposals. After completion of the initial written evaluation and procurement review on Friday, September 25, 2026, the District will decide whether oral presentations are necessary to clarify and further evaluate the proposals.

Decision point: After Friday, September 25, the District will proceed under either Timeline A (oral presentations requested) or Timeline B (no oral presentations requested).

Common Evaluation Timeline — Applies Under Either Option Date Activity Thursday, September 17 Proposals due at 2:00 p.m.; public opening at 2:30 p.m.

Friday, September 18 Procurement conducts the initial responsiveness and completeness review, including required signatures, pricing forms, certifications, attachments, and solicitation acknowledgments.

Monday–Wednesday, September 21–23 Evaluation committee members independently review and score all responsive written proposals using the ADE-approved evaluation rubric.

Thursday, September 24 Evaluation committee meets to review written scores, document strengths and weaknesses, and identify the competitive range, if appropriate.

Friday, September 25 Procurement verifies scoring and calculations, begins reference/responsibility review, and determines whether oral presentations would add meaningful value to the evaluation.

FRIDAY, SEPTEMBER 25, 2026 — DISTRICT DECISION POINT

Timeline A — District Requests Oral Presentations Use this path if the written proposals are close in scoring, material distinctions are difficult to evaluate on paper, or the District determines that direct questioning of the proposed management teams would materially assist the evaluation.

Date Activity

Monday, September 28 Notify finalists in writing that oral presentations will be conducted. Provide each finalist the same ADE-approved presentation questions, time limit, location, presentation instructions, and applicable ground rules.

Wednesday–Thursday, September 30–October 1 Conduct oral presentations. Allow approximately 75–90 minutes per finalist and use substantially equal time and the same approved core questions for each FSMC.

Friday, October 2 Evaluators independently finalize oral-presentation scores.

Procurement combines the approved written and presentation scores and verifies calculations.

Monday–Tuesday, October 5–6, if needed Conduct clarifications or discussions with offerors in the competitive range. If proposal revisions are permitted or requested, establish a common deadline for Final Proposal Revisions/Best and Final Offers.

Wednesday, October 7, if needed Final Proposal Revisions/Best and Final Offers due.

Thursday, October 8 Complete final evaluation, ranking, reference/responsibility review, and procurement documentation.

Friday, October 9 or next practicable date Prepare recommendation for award / Notice of Intent to Award, subject to District procedures and required ADE review.

TUHSD FSMC RFP No. 27-15-31 — Evaluation Planning Timeline

Next available Governing Board meeting Present the recommended FSMC contract for Governing Board consideration and approval.

Before contract execution Obtain all required ADE review and approval of the resulting contract and incorporated proposal terms before execution.

Timeline B — District Does Not Request Oral Presentations Use this path if the written proposals provide sufficient information for a fair and defensible award decision and oral presentations are not necessary.

Date Activity

Monday, September 28 Complete reference checks, responsibility review, and final verification of written evaluation scores.

Tuesday, September 29, if needed Issue written clarification requests for minor irregularities, ambiguities, or supporting information that may be resolved without allowing an offeror to materially revise its proposal.

Wednesday, September 30, if needed Receive and review clarification responses.

Thursday, October 1 Evaluation committee completes final written-proposal ranking and documents the basis for its evaluation.

Friday, October 2 Procurement Officer completes the procurement file, confirms responsibility, and prepares the recommendation for award.

Monday, October 5 or next practicable date Issue recommendation for award / Notice of Intent to Award, subject to District procedures and required ADE review.

Next available Governing Board meeting Present the recommended FSMC contract for Governing Board consideration and approval.

Before contract execution Obtain all required ADE review and approval of the resulting contract and incorporated proposal terms before execution.

Recommended Decision Standard for September 25

• Request oral presentations if the written evaluations are close, the proposed management teams are a significant differentiator, or the committee needs additional information to distinguish among otherwise competitive proposals.

• Do not request oral presentations if the written proposals are complete, materially distinguishable, and sufficient to support the scoring and award recommendation without an additional presentation phase.

• If oral presentations are requested, all participating finalists should receive the same approved core questions and substantially equal presentation time, and the presentation process should be documented consistently.

Planning Note The timelines above are planning schedules and may be adjusted to accommodate the number of responsive proposals, committee availability, clarifications, discussions, Best and Final Offers, ADE review requirements, protest periods, and Governing Board meeting dates. No contract should be executed until all required District and ADE approvals have been obtained.