Dated: 5/4/99
Replaces: 9/21/95
Internal Policy and Procedures
Notification of Bid Results (NOBR)
POLICY:
Notification of Bid Results (NOBR) must be forwarded to the user department when the lowest Bid does not meet specifications and the agent is not able to determine its equivalency, or if the cost of the transaction will exceed the original amount encumbered by $100 or more. The user's response may be on original NOBR form, or via FAX, e-mail or phone call (followed up by either e-mail or fax) to the purchasing agent.
A NOBR is not required when the low bidder meets specifications, is no more than $100 over the requisition amount, or and is the suggested vendor.
PROCEDURES:
1. Upon completion of an abstract by the Bid Processing staff, the agent will proceed as follows:
1.1 Review and verify the ranking of the Bids from low to high by total or line item as identified in the "Method of Award" in the Special Conditions of Bid. If the low Bid is as specified and within the dollar amount allowed, no NOBR is required to be sent.
1.2 If conditions under 1.1 are not met then fill in the blanks, complete the NOBR worksheet, and include the following:
- 1.2.1 Fill in the name, department address and campus address on worksheet. When the NOBR is sent to the same person who received the original Bid package, do not fill in the name and address area on the worksheet. If a different name or address is needed, be sure to indicate to whom and where the NOBR is to be sent. If there is more than one person to whom the NOBR should be sent, indicate who the primary recipient is because the Bid product literature will be sent to the primary recipient.
- 1.2.2 Check and circle the statement numbers on the NOBR worksheet that must appear on the NOBR. {NOTE: Each statement will appear as a separate paragraph.}
- 1.2.3 Write any additional message to be conveyed to the User in the space provided at the bottom of the NOBR worksheet.
- 1.2.4 Write action on Bid Processing Action Sheet, e.g. "date, initials, NOBR - please make photocopies, etc."
- 1.2.5 Place all Bids that require photocopying for User(s) together with the NOBR worksheet on outside of Bid jacket, beneath under Bid Processing Action Sheet and rubber band the package.
- 1.2.6 Place package in Workbasket in Bid Processing for action.
2. Bid Processing staff will prepare the NOBR as follows. NOTE: each statement from the NOBR worksheet will appear as a separate paragraph.
2.1 Photocopy all Bids that are behind the NOBR worksheet as follows.
(NOTE: All Bids are not required to be sent to the User; therefore,
only Bids behind the NOBR worksheet are to be photocopied. Original
literature with the Bid will be forwarded to the primary User unless the
Agent specifies the originals will stay with the Bid jacket and that
photocopies must be made for NOBR. If the Agent wishes to photocopy
his/her own Bids, be sure copies attached to the NOBR worksheet are
ready to go.
- 2.1.1 The Request for Bid (RFB) form (front page).
- 2.1.2 The standard conditions of Bids where the bidder has changed or crossed out our terms and conditions.
- 2.1.3 All Bid forms which the bidder has filled in a blank or given pricing.
- 2.1.4 All letters written by the vendor.
- 2.1.5 All of the vendor's quote forms.
- 2.1.6 The abstract (white copy stamped "COPY").
- 2.1.7 Other items pertaining to the NOBR which the Agent asked to be copied.
2.2 Attach Bid product literature (original or photocopy as noted in 2.1) from the vendor's Bid to the primary User's copy of the NOBR if requested by the Agent.
2.3 Tickle for two weeks unless indicated otherwise by the Agent.
2.4 Mail the NOBR automatically without further consultation with the Agent. The NOBR may be faxed if the Agent deems appropriate.
2.5 Create a requisition action (NOBR) indicating when the NOBR was sent with a two-week tickle date.
3. If the NOBR is not returned within the two-week tickle period, Bid Processing will return the Bid jacket to the Agent. The Agent will then decide if a second request NOBR will be sent, or if an email or a phone call will be made to the department. The Bid will then be tickled for another two weeks by Bid Processing or as requested by Agent on the action sheet.
4. If the second request NOBR is not returned within the two-week tickle period, Bid Processing will return the Bid jacket to the Agent, and the Agent will contact the department.
5. The Agent will review the NOBR response and proceed with letters of intent and/or the awarding of the Bid, rebid or cancellation of the Bid as appropriate. If the NOBR is incomplete or justification is inadequate or inappropriate, the Agent will contact the department for further clarification.
REFERENCES:
Basis for Awards, PRO-C-15.
Lowest Responsible Bidder, PRO-C-16.