Request for Sealed Bids. Request for Sealed Bids (Purchases over $150,000). The request to bid should include the following information:
- Complete description of items needed
- Listing specific requirements
- Any vendors that should receive the bid
A minimum of fifteen (15) days shall elapse between the time formal bids are advertised or called for and the time of their opening.
Award of Contract. Once bids have been received, copies of the bids will be sent to the department to review. An award will be made after Purchasing consults will the requesting department. The buyer shall award a contract to the lowest responsible bidder. In determining the lowest responsible bidder, bids may be rejected and awards may be made upon consideration of the following factors:
- The ability, capacity, and skill of the bidder to comply with the University's specifications and perform the contract required;
- The character, integrity, reputation, judgment, experience, and efficiency of the bidder;
- Whether the bidder can perform the contract within the time specified;
The quality of the bidder's performance of previous contracts;
Previous and existing compliance by the bidder with laws relating to the contract
- The life-cost of an article in relation to its purchase price and specific use by the University;
- The performance of an article, taking into consideration any commonly accepted tests and standards of product usability and user requirements;
- Such other information as may be secured having a bearing on the decision to award the contract.
Rejection of Bids. The University may reject the bid of any bidder who has:
- Failed to perform a previous contract with the University
- Failed to provide any required bid security
- Submitted a bid which is in any way incomplete, irregular, or not responsive to specifications.
Exceptions to the sealed bid procedure does not require buyers to use the sealed bid procedure for purchases meeting the following criteria. The buyers will determine if the purchase meets the exception criteria:
- Purchase of unique or non-competitive articles or services
- Contracts for professional services
- Purchases necessary in emergency situations
- Contracts for maintenance or servicing of equipment
- Purchases from another governmental agency or political subdivision.