SBE 6A 14 by 0pM5QB

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									                                ADMINISTRATIVE PROCEDURE MANUAL
              SECTION TITLE                                                                NUMBER       PAGE
              FORMAL BID EXAMINATION – INSTRUCTIONS FOR PURCHASES                           05-0701     1 OF 2
              GREATER THAN PURCHASE CATEGORY THREE
              BASED ON BOARD OF TRUSTEES’ RULE AND TITLE                                    DATE ADOPTED
              6Hx7-5.1 Purchasing                                                            August 31, 2010

PURPOSE

The purpose of this section is to set forth instructions for examination of bids for responsiveness to bid
specifications and conditions.

PROCEDURE

Immediately after a public bid opening and prior to the submission of bid documents to an evaluation
committee for public bid evaluation, the purchasing office will perform the following functions.

Examine bids to determine that they are responsive (conform) to the requirements of the bid conditions
including the following.

       Prices are firm.
       Prices are FOB point specified.
       Deliveries are firm.
       Bid forms properly completed.
       Bid bond/bid security is provided (when required).
       Proof of insurance is provided when required.
       Addenda are properly acknowledged (when issued).
       Bid form is properly signed by a person authorized
        to sign bids and notarized when required, etc.
       Subcontractors form is completed (when required), noting the license #’s.

Bids containing minor informalities (errors or omissions involving non-essential elements) should be
corrected before being referred to the evaluation committee.

Essential elements considered uncorrectable include errors in price, terms and delivery, failure to provide
bid security as specified or lack of signature on the bid form of a person in the firm authorized to obligate
the firm to a contract. Note: An authorized signature on a cover letter, a bid bond or another authorized
bid document submitted with the bid can be considered acceptable in lieu of the missing bid signature.

Rejection of any bid or all bids for purchases greater than purchase Category Four (currently $195,000)
requires District Board of Trustees approval. (SBE 6A-14.0734)

Any question as to bid acceptability shall be referred to the Purchasing Manager/Associate Vice President
of Purchasing and Business Services.
                                ADMINISTRATIVE PROCEDURE MANUAL
              SECTION TITLE                                                           NUMBER        PAGE
              FORMAL BID EXAMINATION – INSTRUCTIONS FOR PURCHASES                       05-0701     2 OF 2
              GREATER THAN PURCHASE CATEGORY THREE
              BASED ON BOARD OF TRUSTEES’ RULE AND TITLE                               DATE ADOPTED
              6Hx7-5.1 Purchasing                                                        August 31, 2010

The bid evaluation committee shall be advised by the purchasing office of any bid that has been
determined non-responsive (and thereby unacceptable), the reason(s) for the determination and
recommendations for its consideration, as well as informed that any bid evaluation committee meeting is
to be considered a public meeting requiring advanced written notice to all bidders.




Adopted Date: July 25, 1995
Revision Date: September 20, 1999, September 13, 2001, August 31, 2010

								
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