Dated: 1/11/96
Replaces: NEW
Internal Policy and Procedures
Contract Information Request (CIR)
POLICY:
Contract Information Requests (CIR) may be sent when appropriate to campus end users as notice that a contract is due to be renewed or re-bid, or a waiver is due for resubmittal.
PROCEDURES:
Agents may send the CIR letter, edited appropriately, for the contract or waiver, as notice to end users of need to renew, rebid or resubmit. This form of communication may not be appropriate for all contracts.
1. Agent will check and/or add to the statements needed and submit to bid processing.
2. Bid processing will prepare, mail, and tickle for follow up by agent within 2 weeks unless agent specifies other timeframe.
3. When the CIR(s) is returned, agent will take action (e.g.. file until all CIR’s are received or proceed with bid process).
3.1 If all CIR’s are not returned, bid processing will pull bid jacket for agent on tickle date. Agent contacts end user.
4. If no input by the date specified, agent will take action as specified on the CIR.
- Renew contract for predetermined one year period
- Rebid with existing specifications
- Cancel contract
- For waiver request -- note that department input is mandatory.