HCE PTA PLANNING COMMITTEE – PROPOSAL FORM

DEADLINE TO SUBMIT PROPOSALS IS 1 WEEK BEFORE EACH PLANNING COMMITTEE MEETING! Please consult the school calendar for the PC meeting dates.

Date Submitted: ______

Name: ______Email: ______

Give a brief description of your proposal: ______

Explain the rationale for the item(s) you are requesting. Please include any timing requirements, etc. that your request may have:

______

TOTAL DOLLAR AMOUNT REQUESTING: $ ______

INSTRUCTIONS:

  1. Please ask Ms. Snyder if this is something that should be taken to the Planning Committee in the first place. Some items can and should be purchased with a different budget.
  2. If you get the OK from Ms. Snyder, fill out this entire proposal form and submit it to Ms. Snyder for her signature. She will forward the signed proposal to the PC Chair who will present it to the Planning Committee at their next meeting.
  3. Please attach any catalogs, brochures, photographs and/or other documentation that you are using for your proposal.
  4. If there is an order form from the company you wish to purchase from, please fill it out in it’s entirety and attach it to this proposal. If it is an online order, please fill out the order online and print it out. DO NOT actually purchase the item! Just print the order summary. If an order form is not offered to you, please use the Generic Order Form provided with this proposal form.
  5. You MUST include any SHIPPING/HANDLING costs in your proposal.
  6. You MUST include any installation, insurance, or warranty costs in your proposal.
  7. If any one item in your proposal costs $500 or more, then you are required to obtain 3 different competitive bids for that item. Please use the attached Competitive Bid Worksheet to show the bids you obtained.
  8. The PC Chair will contact you to inform you of the status of your proposal. If it is approved then the Administrative Assistant and the Principal will process all orders to insure that SBISD guidelines are followed.

APPROVALS:Your proposal must be approved by each of the following in order to be funded.

1st - Principal / DATE:
2nd - Planning Committee / DATE:
3rd - PTA Executive Board / DATE:
4th - PTA General Membership / DATE:

Not Approved / Hold (circle one) ______DATE: ______

GENERIC ORDER FORM

If you do not have an order form from the vendor or online store you wish to use, please use this generic order form to list all the items in your proposal.

Date Submitted: ______

Name: ______

Proposal: ______

Top row is a sample.

Page # / Item # / Description of the item / Quantity / Unit Price / Total
17 / E437-52 / Plastic book bins - 6 per unit - green / 5 units = 30 total bins / $12/unit / $60.00
SUBTOTAL
S/H
DISCOUNT
TOTAL

COMPETITIVE BID WORKSHEET

If you have any one item in your proposal that is $500 or more, you must fill this sheet out with 3 competitive bids for the item.

Date Submitted: ______

Name: ______

Proposal: ______

ITEM / SOURCE / UNIT PRICE / SHIPPING/
HANDLING / TOTAL
BID 1
BID 2
BID 3

Any additional notes on the competitive bids:

______

Please circle the bid number that you choose. Attach any catalogs, brochures, photographs and/or other documentation for each of the 3 bids.