POLICY:

Bids may be submitted via telephone if documented within 72 hours of bid due date and time, under normal circumstances.

PROCEDURES:

1. Vendors wishing to submit a telephoned bid in lieu of the written documents must do so prior to the bid due date and time.

2. Agents receiving such a request are to forward the call to the appropriate bid processing person to record the essential pricing and vendor information which will then be inserted on a copy of the bid package. Bid Processing will inform the caller that this information is confidential. They will ask if they have a bid form to send in. If not, it must be sent on their letterhead and signed. The description and pricing information will be repeated back to vendor for verification. The bid document is then sealed in an envelope, date/time stamped, recorded and filed in the bid jacket for opening at the stated time and date.

3. Written confirmation consisting of the completed document(s) must be received in Purchasing Services or the delegated Purchasing Department within 72 hours of the stated bid due date and time, under normal circumstances. Such documentation is to be date/time stamped and attached to the original telephoned submittal.

4. Written confirmation of telephone bids that vary with the bid processing’s notes of the telephone bid will be rejected.

5. The above stated procedures apply to all levels of bidding as defined in the Wisconsin State Procurement Manual.

6. A Phone Quote in Lieu of Sealed Written Bids form must be used when receiving a phone quote. Delegated units will have to duplicate for their use. Forms will be stored in the storage cabinet.

REFERENCE:

Wisconsin Stats. reference in Pro. C-5 Bidding Policy and Procedure