Number IPP 2

Dated: 04/22/14
Replaces: 11/17/10

Internal Policy and Procedures

Bid Openings

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.

PROCEDURES:

1. If Purchasing Agent of record is not available, prior to bid opening, a team member or supervisor will notify Bid Processing who will be opening the bid.

2. If a visitor arrives and calls 2-1526, the person taking the call will notify the Purchasing Agent that a visitor will be present for their bid opening.

3 .At 2:00 p.m., Bid Processing will deliver bid(s) to Purchasing Agent or team member assigned. 

4. If visitors are present, Purchasing Agent will greet visitors at the Front Desk and escort them to bid opening location (e.g. Purchasing Agent office or area designated for bid openings) and open bid(s).

5. At the bid opening, the Purchasing Agent will:

  • Write names of visitors and who they represent on bid jacket in the REMARKS area.
  • Open all bids, announcing name of bidder and at the discretion of agent – prices.
  • 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 and place in tray titled “ABSTRACTING”.

6 . If no visitors are present, Purchasing 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 and place in tray titled “ABSTRACTING”.