Internal Policy and Procedures
Competitive Bid Process for Simplified Bids
Requisitions $5000.00 to $50,000.00 require competitive bidding using the simplified bidding process. If no competition exists, follow procedures for waiving the bid process (see IPP 14). Written documentation of competition must be filed in the Vendor file.
1. Agent will develop and prepare bid document.
1.1 Determine whether Special Approvals are required. If required, ensure that they have been obtained and are addressed (see IPP 26).
1.2 Insurance coverage will be required from the successful bidder for service, installation, inside delivery and other work performed on campus that is identified as high risk (see IPP 12). It is imperative that this requirement be made known to the supplier as part of the bid specification.
1.3 Edit the Simplified Bid Request form.
1.4 Edit the Simplified Bid Special Conditions of Bid.
1.5 Using the Simplified Bid Summary Sheet.
1.5.1 Establish the Itemized Bid List which is the format for bidders to offer their prices consistent with the Method of Award selected in SCOB’s (i.e. item number, quantity, unit, description, manufacturer, unit price and total price).
1.5.2 Establish bidders list (vendor names and fax numbers to be solicited). A minimum of three viable vendor contacts is required when competition exists. If three contacts are not viable, indicate the reason on the Simplified Bid Summary Sheet. Of the minimum vendor contacts, it is required that a quote from a minimum of one Minority Business Enterprise (MBE) vendor is solicited. Use the following website to check the Minority Business Directory If there is no MBE available, the MBE section should be noted as "none available" on the Simplified Bid Summary Sheet.
1.6. Submit bid package to bid processing to include the following:
- Simplified Bid Summary Sheet
- Simplified Bid Request form
- Simplified Bid Special Conditions of Bid
- Drawings/Samples (if appropriate)
- Requisition and/or attached itemized list
- Supporting documentation
2. Bid Processing will prepare the simplified bid document:
2.1 Faxing bid: should be on street for three business days (agent discretion is allowed). To determine bid opening date, if faxed before 10:00 a.m. this counts as a business day. If faxed after 10:00 a.m. you need to add three business days to the date being faxed.
2.2 Mailed bid: should be on street for five business days (agent discretion is allowed). To determine bid opening date you need to add five business days to the date being mailed.
2.3 At 2:00 p.m. on the due date of the bid, record all quotations and other relative information and give to agent.
3. Agent will analyze bids.
3.1 Verify compliance with specifications and conditions of bid.
3.2 Review exceptions taken by bidders and determine whether acceptable or not.
3.3 When bids are received with notation of Proprietary and Confidential, agent must request a written release of that condition in order for bid to be considered.
3.4 Ensure pricing is as requested based on Itemized Bid List. Proof abstract ensuring bid prices and abstract agrees (i.e. minority preference).
3.5 The award(s) must be clearly indicated (circled in yellow highlighter). If other than low bidder is selected, adequate justification for not accepting low bid must be noted.
3.6 Notify department via e-mail or phone call of results if any evaluation is required.
3.7 When releasing the order, use the order type code “PC”. When fax quotes are received, use order text message “FAX”. When written quotes are received use “LTR”. When telephone quotes are received use “VER”. When e-mail quotes are received use “EML”. The State Procurement Manual PRO-C-8, Section III.B.4 states, “Phone and verbal quotes should be confirmed in writing by the successful vendor.” To comply with this policy and eliminate waiting for written quotes, purchase orders must contain the following language:
“Verbal Quotation from on . This purchase order confirms the terms and conditions (including price) of the contract between the University and the vendor named unless written notice of objection from the vendor is received by Purchasing Services within 10 days after receipt.”
This statement is automatically provided by creating an order text message and typing VER or CTV if the transaction is a confirming telephone order.
3.8 All quotation documentation must be filed in the Vendor file. A complete Simplified Bid Summary Sheet, clearly marked with the requisition number and the awarded vendor name and number, must be forwarded to the appropriate requisition processor. Split awards require the agent to photocopy the Simplified Bid Summary Sheet for each vendor receiving an award. Highlight appropriate requisition and vendor name and number on each copy. All quotes must be recorded on the Simplified Bid Summary Sheet. All written quotes must be attached to the Simplified Bid Summary Sheet.