2.3.3. Request for Proposal (RFP) / Request for Quotation (RFQ) Policy

POLICY TYPE: 2.0 Contractor Policies \ 2.3 Contracting
EFFECTIVE DATE: 2026-02-09	LAST REVISED:
THIS POLICY APPLIES TO: Contractors – Individuals engaged to provide services under a contract with SelfDesign Learning Foundation Support Providers – Individuals engaged under a contract or agreement with SelfDesign Learning Foundation to provide services for a specific learner Families – Learners and parents(s)/guardian(s) of learners participating in SelfDesign Learning Foundation’s programs Volunteers – Individuals providing goods/services under the terms of an agreement with SelfDesign Learning Foundation Board Members – Members of the Board of Directors for SelfDesign Learning Foundation and the Foundation for SelfDesign (FSD)

Policy Statement

SelfDesign Learning Foundation (SDLF) is committed to having clear guidelines for the acquisition of goods and services, through a request for quotation or a request for proposal process, necessary for the operation of SDLF and its programs. This policy ensures transparency, accountability, and cost-effectiveness in the procurement process while complying with applicable regulations and best practices. This policy applies when procuring consultant(s) to provide specialized services or products for the organization. For general contracting, please refer to the Recruitment and Selection of Contractors Policy.

Definitions

RFQ – Request for quotation. Use an RFQ:

When you know exactly what you need in terms of product or service specifications.
When price is the primary factor in the decision.
When multiple vendors offer the same or very similar products/services.
When purchasing standardized goods or services (e.g., laptops, software licenses, office supplies, promotional items).
- Example: You need 100 laptops with specific specifications, and you request quotes from three vendors to compare pricing.

RFP – Request for proposal. Use an RFP:

When the scope of work is complex or requires creative solutions.
When quality, methodology, or experience are more important than just price.
When you need vendors to propose different or industry-new approaches to meet your needs.
When purchasing consulting services, curriculum development, IT system implementation, or custom software.
- Example: You need a learning management system tailored to your school’s needs, and you issue an RFP so vendors can propose different solutions and implementation plans.

Policy

SelfDesign Learning Foundation will establish and follow clear guidelines for the acquisition of goods and services necessary for the operation of SDLF and its programs.

Protocol

Spend Thresholds and Method

Procurement Method	Spend Threshold	Description
Direct Purchase (please refer to Financial Authorization Policy)	Up to $5,000	Purchases may be made directly without competitive quotes, provided proper documentation and approval are obtained.
Informal Quote (RFQ)	$5,001 – $25,000	At least three written or verbal quotes, or advertised pricing, must be obtained and documented to ensure competitive pricing. Sole source procurement is allowed for board approved budgeted expenses with proper justification, documentation, and approval from the CEO.
Formal Quote (RFQ)	$25,001 -$50,000	A formal request for quotation (RFQ) must be issued to at least three vendors, with documented evaluations. In addition to cost, quotes will be evaluated on qualitative factors such as experience and alignment with SelfDesign values. An evaluation committee may be established to conduct evaluations. Sole source procurement is allowed for board-approved budgeted expenses with proper justification, documentation, and approval from the CEO.
Request for Proposal (RFP)	$50,001 and above	A formal request for proposal (RFP) must be issued, including a detailed scope of work, evaluation criteria, and public advertisement where applicable. A committee will be established to conduct evaluations.
Sole Source Justification	Any Amount	Sole source procurement is allowed when the amount is allocated in a board approved budget and documented justification is provided. Justifications may include: demonstration that competition is not feasible, existing/previous relationship with SelfDesign, a positive track record and/or unique knowledge or expertise is required. Any unbudgeted amounts must be approved in advance.

Competitive Bidding Process

For purchases requiring Formal RFQs or RFPs, a committee will be designated to evaluate responses and ensure compliance with this policy.
All RFPs must include clear evaluation criteria, deadlines, and a structured scoring system.
Vendor selection must be based on a combination of cost, quality, service, and alignment with defined objectives, in other words, best value to the organization.

Approval & Documentation Requirements

All purchases must be reviewed and approved according to the spend threshold and in alignment with the Financial Authorization Policy.
All procurement records, including quotes, proposals, evaluations, and approvals, must be filed for auditing purposes with the Procurement team.
Any RFQ/RFP process that does not adhere to the protocol in this policy must include a documented rationale in the procurement records.

Conflict of Interest & Ethical Considerations

Contractors and board members must disclose any potential conflicts of interest to the President and CEO before participating in procurement decisions.
No one shall accept gifts, favours, or incentives from vendors.
Procurement decisions must prioritize learner needs, learning outcomes, and/or organizational requirements and financial responsibility.

Emergency Procurement

In cases of emergencies (e.g., technology failures, urgent educational needs), the President and CEO or designee may authorize immediate procurement outside standard procedures, with subsequent documentation and Board and Leadership notification.

Policy Compliance

When goods and services are procured, if the process followed is not in compliance with this policy, it may result in re-evaluation and potential termination of the contract for goods and services procured.