POLICY:

Bids are opened at the date, time and location announced in the bid document, in the manner outlined  below.  Each bid document will clearly state the due date, time, and location to which the bid must be delivered. If a vendor deviates from those submittal instructions the bid may miss the bid opening deadline and thus would be rejected. Visitors, if present, will be treated in a professional and consistent manner.

PROCEDURES:

1. Bid Processing area will produce and distribute a daily report (DUEDATE REPORT) of bid openings to the Reception area and to each purchasing agent with opening(s) scheduled.  This report will be generated 24 hours prior to the bid opening.  The Purchasing Agent will check the bid to make sure replies have been received.  If no bids have been received, or no bid has been received from the suggested vendor on the requisition, the Purchasing Agent will contact vendors to remind them of the opportunity to bid.  Agent should document on the action sheet that they contacted vendors and document results of attempted contacts on vendor list.

2. If agent of record is not available, prior to bid opening, a team member or supervisor will notify the Bid Processing and Reception areas who will be opening the bid.

3.At bid opening, Bid Processing will deliver bid(s) to agent or team member.  Agent will check with the Receptionist and see if there are visitors for their bid opening.

4. If visitors are present, agent will greet visitors at the Reception area and escort them to bid opening location (e.g. agent office or conference room) and open bid(s).

5. At the bid opening, the agent will:

• Write names of visitors and who they represent on bid jacket in the REMARKS area.
• Open all bids, announcing name of bidder, verify bid for confidential/proprietary information (if confidential/proprietary information is noted on bid, read vendor name only -- do not read any additional information on that bid) and any additional information as outlined in PRO-C-5.
• Initial after vendors name, on bid jacket, while opening to be sure all bids have been accounted for.
• Place all bids, enclosures and envelopes behind bid jacket and rubber band package securely.
• Deliver all bids to Bid Processing.

6 . If no visitors are present, agent will:

• Open bids.
• Initial after vendors name, on bid jacket, while opening to be sure all bids have been accounted for.
• Place all bids, enclosures and envelopes behind bid jacket and rubber band package securely.
• Deliver all bids to Bid Processing.

REFERENCES:

State Procurement Manual PRO-C-5 (Official Sealed Bidding Policy & Procedure)
IPP #47 (Records, Public Access)