Effective responses to Requests for Proposals (RFPs) can allow you or your company to increase the possibility of earning more customers or clients. ACES is continuously striving to bridge the gap between vendors and ACES Participating Agencies by awarding contracts that are solicited through formal processes. Understanding how to effectively write proposals in response to RFPs
is valuable. It is important to know the right information to include and to have general knowledge about the process. This document will provide information regarding both the RFP process and steps and tips to help you write you own proposal in response to an ACES RFP.
The mission of ACES is to assist ACES Participating Agencies in providing better education to their students and to take advantage of streamlining procurement opportunities by utilizing ACES contracts. ACES was established through a Joint Powers Agreement, signed by member charter schools, and approved by the Department of Finance and Administration of the state of New Mexico on July 5, 2013. Each ACES Participating Agency shall have the option to purchases services and items established through ACES procurements.
There are approximately 100 charter schools in New Mexico. Over 90% of the charter schools in New Mexico are Participating Agencies with ACES. Under all awarded contracts, there is no guarantee of participation; and all awards are made as indefinite quantity. The awarded contract is then made available
to all ACES Participating Agencies. All non-charter public education entities and other state and public entities can use ACES contracts as well, by becoming an ACES Participating Agency.
ACES is an entrepreneurial public entity whose only source of income is from a 1.5% administrative fee imbedded in the cost of items or services. This fee is usually retained by ACES through payments managed by ACES between the Contractor and the ACES Participating Agency . When ACES receives payment from the Participating Agency, ACES retains 1.5% and makes payment to the contractor in the amount of 98.5% of the total payment due. Whenever a direct payment waiver is authorized, orders and payments may be made directly to Contractor and the Contractor will be required to submit the applicable administrative fees along with a report on services rendered and/or products purchased to ACES on a scheduled basis (determined by ACES).
Learning about the RFP process:
The RFP is a formal process mandated under NM law and applicable to the expenditure of public funds in NM. It is a process required for solicitation of contracts by public agencies involving professional services and in certain instances, other types of services and/or commodities, valued at over $60,000. Public agencies include state government, legislative and judicial branches, counties, cities/municipalities, schools and school districts.
The jargon:
It is important when reading and responding to an RFP to understand some basic terms used. Usually, the RFP document will contain a list of definitions of terms used in the document, but not always. Here is a list of common terms associated with RFPs:
