Number IPP 2

Dated: 11/17/10
Replaces: 5/22/07

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. Visitors, if present, will be treated in a professional and consistent manner.

PROCEDURES:

1. Bid Processing will produce and distribute a daily report (DUEDATE) of bid openings to each Purchasing Agent with opening(s) scheduled.  This report will be generated 24 hours prior to the bid opening.  Bid Processing will check the bid to make sure replies have been received.  If no bids have been received, Bid Processing will write NO BIDS on the DUEDATE report before giving DUEDATE report to Purchasing Agent.  The Purchasing Agent will contact vendors to remind them of the opportunity to bid or request Bid Processing to send the following e-mail reminder:
 
REMINDER
The University of Wisconsin-Madison issued a Request for Bid on DAY, DATE for: UW Contract #XX-XXXX “TITLE OF BID” which is due at 2:00 p.m. CDT/CST,  DAY, DATE.  If you do not have a copy of the bid, please contact bids@bussvc.wisc.edu and request the bid # XX-XXXX be e-mailed to you.
Thank you.
(Purchasing Agent should document that they contacted vendors and include supporting documentation in the bid jacket.)

2. 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.

3.At bid opening, Bid Processing will deliver bid(s) to Purchasing Agent or team member.  If a visitor arrives and calls 2-1526, the person taking the call will notify the Purchasing Agent  that there is a visitor(s) for their bid opening.

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, 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, 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.

REFERENCES:

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