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departmental personnel to check the Web site to ensure the most current procedures are
followed, and the most current forms are used.
INSTRUCTIONAL GUIDELINES FOR PREPARING AN INVITATION TO BID (ITB)
1) BOLDED ITEMS THROUGHOUT THE FORM ARE "AUTHOR'S" FORM
COMPLETION COMMENTS AND ARE PLACED TO ASSIST YOU IN THE
ACTUAL PREPARATION OF THE ITB.
2) FORM FORMAT NOTES:
A) FOR "GUIDELINE" PURPOSES, ONLY SECTION VI, BID STATEMENT,
HAS A HEADER AND PAGE NUMBER; HOWEVER, IN YOUR ACTUAL
ITB, EVERY PAGE MUST HAVE THE HEADER AT THE TOP AND
PAGE NUMBER AT THE BOTTOM - EXCEPT
- THE "COVER PAGE"
- THE "STANDARD CONTRACTUAL REQUIREMENTS -
B) LANGUAGE SHOULD RUN CONSECUTIVE, YOU DO NOT HAVE TO
START EACH SECTION ON A SEPARATE PAGE.
THE ONLY EXCEPTION IS SECTION VI, "BID STATEMENT". THIS
PAGE SHOULD APPEAR PER THE GUIDELINE EXAMPLE,
BEGINNING WITH THE HEADER/THE SECTION NUMBER AND TITLE
AND ALL INFORMATION THROUGH THE CITY/STATE/ZIP/PHONE
AND PAGE NUMBER. NO PART OF SECTION VI SHOULD APPEAR ON
A PREVIOUS OR SUBSEQUENT PAGE. (FOR GUIDELINE PURPOSES -
"AUTHOR COMMENTS" RELATING TO THE BID STATEMENT HAVE
BEEN PLACED ON THE PREVIOUS PAGE.
3) THE ACTUAL ITB BOILERPLATE FORM CAN BE OBTAINED ON DISK
(WP5.1) BY CONTACTING THE BUSINESS OFFICE CONTRACT
4) COMPLY WITH THE REQUIREMENTS OF UO PURCHASING RULES AS TO
APPROVALS AND SOLICITATIONS, INCLUDING NOTIFICATION OF THE
ADVOCATE FOR MINORITY, WOMEN, AND EMERGING SMALL BUSINESS
OF SOLICITATIONS RESULTING IN CONTRACTS EXCEEDING $5,000. ALSO
BE AWARE OF THE ADDITIONAL SPECIAL APPROVALS, INCLUDING THE
DEPARTMENT OF JUSTICE/HB 2321 APPROVALS.
SAMPLE OF HEADER AND PAGE NUMBER (TO APPEAR ON ALL PAGES EXCEPT
THE COVER PAGE OF THE INVITATION TO BID (ITB) AND THE PRE-PRINTED, 2-
SIDED SOLICITATION ATTACHMENT
UNIVERSITY OF OREGON - ITB #_________
THIS PAGE IS WHAT IS REFERRED TO AS THE ITB COVER PAGE. IT DOES NOT
HAVE A HEADER OR PAGE NUMBER.
The State of Oregon
Acting by and Through the
State Board of Higher Education on Behalf of
UNIVERSITY OF OREGON (“Institution”)
INVITATION TO BID (“ITB”)
ITB# DEPARTMENT ASSIGNS THIS
ENTER YOUR PROJECT NAME
Bids Due Not Later Than: ENTER CLOSING DAY, DATE, HOUR, A.M./P.M
at Issuing Office.
Postmarks will not be considered.
Issuing Office: ENTER DEPARTMENTAL CONTACT NAME
ENTER STREET AND MAILING ADDRESS
University of Oregon
Eugene, Oregon 97403
Please refer requests for additional information or clarification of requirements to the following:
Technical: ENTER NAME/PHONE OF DEPARTMENTAL CONTACT
Contractual: Eileen Koehler (541) 346-3149
The Institution will notify all bidders of any substantive clarification provided in response to any
inquiry. The Institution may extend the closing date and time if such information significantly
amends this solicitation or makes compliance with the original proposed closing date and time
A pre-bid question-and-answer meeting for all interested bidders will be held, ENTER DAY,
DATE, TIME, AND STREET ADDRESS/ROOM NUMBER, on the University of Oregon
campus, Eugene, Oregon. A copy of pertinent information given during the meeting will be mailed
to all firms or individuals requesting a copy of the ITB. Statements made by Institution
representatives at the meeting contrary to the terms of the ITB are not binding upon the Institution
unless confirmed by written Addendum. NOTE: YOU CAN MAKE THIS MEETING
"MANDATORY," WHICH MEANS IF A BIDDER DOES NOT ATTEND, YOU NEED
NOT CONSIDER THEIR BID. IF IT IS "MANDATORY," INSERT THE WORD
"MANDATORY" IN ALL CAPS BEFORE THE WORD "PRE-BID" IN THE FIRST
SENTENCE, AND DELETE THE SECOND SENTENCE. YOUR ADVERTISEMENT
WILL ALSO HAVE TO ADDRESS THE MANDATORY PRE-BID MEETING. IF YOU
DETERMINE A PRE-BID MEETING IS NOT NECESSARY, THEN DELETE THE
All bids must be received by the Institution's Issuing Office on or before ENTER BID CLOSING
DATE AND HOUR, WITH A.M. OR P.M. Postmarks will not be considered.
Office hours for receipt of bids are:
Monday through Friday 9:00 a.m. - 12:00 noon, and 1:00 p.m. - 5:00 p.m.
Issuing Office mailing and delivery address:
ENTER DEPARTMENTAL CONTACT NAME
ENTER MAILING AND STREET ADDRESS
University of Oregon
Eugene, Oregon 97403
Content of Bid
A. Bid Procedures.
1. Bids shall be prepared by typewriter, word processor, or legibly handwritten/printed
in ink, and shall be signed by an authorized representative of the bidder. Alterations
or erasures shall be initialed in ink by the person signing the Bid Statement. No
oral, telegraphic or telephone bids will be accepted. Facsimile or Electronic Data
Interchange (EDI) bids will be accepted only if such acceptance is specifically set
forth in this ITB.
2. Bidders shall submit two (2) sealed copies of their bid, following the Institution’s
outline, and this Invitation to Bid, with the Bid Statement completed and signed.
3. All envelopes in which the ITB, Bid Statement and your bid are submitted MUST
be clearly marked BID, noting the ITB number, and closing date and time.
4. Bids shall include the business name, address, and telephone number of the
organization. Institution reserves the right to request that prior to awarding this
contract the apparent successful bidder supply a certified copy of its financial
statement for review.
5. Bids shall include three (3) YOU CAN INCREASE THIS NUMBER IF YOU
WISH current business references.
IF THERE ARE ADDITIONAL DOCUMENTS YOU WISH THE BIDDER TO
PROVIDE, OR IF THERE ARE ACTIONS THE BIDDER MUST TAKE TO BE
CONSIDERED FOR THE CONTRACT THIS IS WHERE YOU SHOULD INSERT
AND NUMBER THOSE ADDITIONAL REQUIREMENTS. ALSO, IF THERE
ARE PRICE SHEETS OR OTHER DOCUMENTS THE BIDDER IS TO REVIEW
OR COMPLETE, REFERENCE THEM HERE (AS EXHIBIT _____). START
NUMBERING ALL ADDITIONAL CLAUSES AS 5, AND THEN
APPROPRIATELY RENUMBER THE REMAINDER OF THE STANDARD
CLAUSES IN THIS SECTION.
6. Unless bidders are specifically authorized by this ITB to take exceptions or to leave
terms open to negotiation, bids shall be a complete offer and fully responsive to the
ITB. Bids are firm, binding, and irrevocable offers for a period of 60 days following
closing date and time. The Institution reserves the right to award multiple contracts
based upon the bid results.
7. Unless expressly authorized in this ITB, bidders shall not make their bids contingent
upon the Institution's acceptance of specifications or contract terms that conflict
with or are in addition to those set forth in this ITB.
8. Questions from and answers to any one prospective bidder, not addressed in the pre-
bid meeting if one is held, will be forwarded to all recipients of this ITB (as soon as
resolved and before the submission deadline if feasible) if such questions will clarify
any part of this ITB.
9. Bids may be withdrawn at any time prior to the scheduled closing date and time.
This can be accomplished by written notification on company letterhead signed by
an authorized representative or in person upon presentation of appropriate
identification. Envelopes must be clearly marked BID WITHDRAWAL, the ITB
number, and the closing date and time.
10. Modifications to a previously submitted bid which are made prior to the bid due
date will be considered by the Institution, if received prior to the scheduled closing
date and time. Envelopes must be clearly marked MODIFICATION, the ITB
number, and the closing date and time. Oral or telephone modifications or
corrections will not be recognized or considered. Electronic Data Interchange (EDI)
or Facsimile modifications will be accepted only if such acceptance is specifically
set forth in this ITB.
11. Requests for change or protests of specifications or contract provisions set forth in
this ITB must be received by the Institution, in writing, no later than ten (10) ON
LESS COMPLEX PROPOSALS, YOU CAN CHANGE THIS TO FIVE (5)
business days prior to the closing date and time.
Such request for change or protests shall include the reasons for the request for
change or protest, and proposed changes to specifications or provisions. Envelopes
containing requests for change or protest must be marked SOLICITATION
SPECIFICATION REQUEST FOR CHANGE or CONTRACT PROVISION
PROTEST, and must identify the ITB number and the closing date and time. No
requests for change or protests of solicitation specifications or contract provisions
shall be considered after the deadline stated above. The Institution reserves the right
to amend the ITB, extend the bid closing date and time, or deny the request or
12. If the Institution deems it necessary to amend the ITB, an Addendum will be
prepared and issued to all recipients of the ITB. Bidders shall be required to sign
and attach a copy of the Addendum to their bid. If the bidder has already submitted
a bid, the bidder shall follow the instructions set forth in Section II, A.10. above.
NOTE: IF YOU ADDED ANYTHING TO THIS SECTION II, PRIOR TO
THE MODIFICATION CLAUSE, WHICH IS ORIGINALLY IDENTIFIED
AS SECTION II, A.10., IT WILL BE NECESSARY TO CHANGE THE
REFERENCE TO THAT CLAUSE WITHIN THIS CLAUSE TO REFLECT
THE NEW MODIFICATION PARAGRAPH NUMBER.
IMPORTANT: IF THE CHANGE TO THE ITB IS SUBSTANTIVE (A
DELETION, ADDITION, OR REVISION WHICH MAY CHANGE A
PROSPECTIVE BIDDER'S DECISION TO RESPOND), YOU MUST RUN
THE ADVERTISEMENT AGAIN - INDICATING THAT THE BID IS
BEING AMENDED (AND IF APPLICABLE, THE CLOSING DATE
EXTENDED). CONTACT THE DIRECTOR OF BUSINESS AFFAIRS
OFFICE IF YOU ARE UNSURE, OR IF YOU REQUIRE ASSISTANCE IN
WORDING THE ADVERTISEMENT. NEW REQUESTORS WOULD BE
SENT THE ORIGINAL ITB AND THE ADDENDUM.
13. The Institution reserves the right, at its option, to reject any or all bids or waive any
minor informalities or irregularities. Notification of bid rejection will be made in
writing, sent by certified mail. MAKE SURE YOU DO THIS - WHETHER IT
IS REJECTION OF AN INDIVIDUAL BID OR REJECTION OF ALL BIDS.
14. The Institution is not responsible for any costs of any bidders incurred in submitting
bids, and all bidders who respond to solicitations do so solely at their own expense.
15. Bidders agree that the Institution shall determine the terms and conditions used in
the final contract. Failure to agree upon acceptable contract terms and conditions
may result in cancellation of the bid award.
16. This ITB and one copy of each original bid received in response to it, together with
copies of all documents pertaining to the award of a contract, shall be retained by
the Issuing Office for the required Institutional retention period, and made a part of a
file or record which shall be open to public inspection. If a bid contains any
information that is considered a "trade secret" under ORS 192.501(2), the bidder
must mark each sheet of such information with the following legend:
"This data constitutes a trade secret under ORS 192.501(2), and shall not be
disclosed except in accordance with the Oregon Public Records Law, ORS Chapter
Failure to mark a specific page with the legend set forth in this paragraph shall
conclusively establish that the information on that page does not constitute a trade
secret as defined in ORS 192.501(2).
The Oregon Public Records law exempts from disclosure only bona fide trade
secrets, and the exemption from disclosure applies "unless the public interest
requires disclosure in the particular instance". ORS 192.501(2). Therefore, non-
disclosure of documents or any portion of a document submitted as part of a bid
may depend upon official or judicial determinations made pursuant to the Public
The above information restriction may not include cost or price information, which
must be open to public inspection. Bids in which the entire document is marked or
otherwise identified in its entirety as confidential or a “trade secret” will be rejected.
The bidder will be requested to mark only specific pages or text and return the bid
prior to closing date and time.
17. The Institution hopes to award a contract to the firm or individual with the lowest
bid. However, the Institution will also consider and assess the other factors set forth
in this ITB and therefore reserves the right to award to a firm or individual with
other than the lowest bid. Notification of Institution's decision will be mailed no
later than ENTER DATE - AND MAKE SURE YOU MAIL ON OR BEFORE
A. Award Notice.
Prior to contract award, the apparent successful bidder will be notified of its apparent
winning bid, and a contract will be drawn which will include by reference this ITB, the
bidder’s bid, and any other contractual language as may be required by the Institution or by
law. All other bidders will be notified that the apparent winning bidder has been selected.
B. Award Protest.
1. Unsuccessful bidders may protest the selection or award. The protest must be in
writing, and must be received in the Issuing Office, within seven (7) business days
of date of written notification of the pending award to another bidder. Protest rights
are described in OAR 571-040-0271.
2. The protest must state with clarity the issue protested, and the rationale and basis for
such protest. The envelope containing the protest MUST be marked "PROTEST",
and MUST identify the ITB number and the closing date and time. The protest will
be reviewed by the Director of Business Affairs, or designee, and a Final Agency
Order will be issued.
Information Regarding Bid
A. General Information:
1. Purpose. This ITB is being issued because STATE WHY BID IS BEING
2. Intent: The intent of this ITB is to obtain the services of a qualified and highly
experienced ENTER HERE WHAT YOU WANT - BE SPECIFIC. ALSO
ENTER LANGUAGE AS TO CONTRACT TERM, I.E., FOR THE PERIOD
JULY 1, 1996 THROUGH JUNE 30, 1997. IF YOU WANT TO ALLOW FOR
EXTENSION TERMS, SET FORTH THAT LANGUAGE HERE ALSO.
THE FOLLOWING ARE SUGGESTED ADDITIONAL CLAUSES (TO BE
NUMBERED) WHICH MAY BE ADDED TO THIS SECTION, IF/WHEN
X. IF THE SERVICE OR GOODS ARE THOSE WHICH THE OTHER OUS
INSTITUTIONS COULD BENEFIT FROM, IT IS RECOMMENDED THAT
THE FOLLOWING CLAUSE BE ADDED (PROVISION FOR THE CITY
OR COUNTY OR COMMUNITY COLLEGE COULD ALSO BE MADE,
INSERTING THE APPROPRIATE REFERENCE): Any other Oregon
University System (OUS) institution(s) may be added to this contract by an
amendment signed by the parties to this contract and an authorized official of the
additional institution(s). All rights, duties, and obligations stated in the original
contract shall apply equally to any institution(s) so added.
X. IF YOU ARE PLANNING TO AWARD MULTIPLE CONTRACTS FROM
THIS ITB, YOU SHOULD ADD LANGUAGE SIMILAR TO THE
FOLLOWING EXAMPLE, INSERTING YOUR OWN VARIABLES, I.E.,
MONTHS, NUMBER OF CONTRACTS, ETC: In the event that one or more of
the award contractors default, or terminate, or are terminated within the first
eighteen (18) months (THIS SHOULD BE APPROPRIATE TO THE TIMING
OF COMPLETION OF THE PARTICULAR CONTRACT BUT NO LESS
THAN 60 DAYS PER SECTION II A, 5) of this contract, Institution reserves the
right, at Institution's discretion, to make award to the next highest-ranked proposer
from the original proposal evaluation. Once a contractor has defaulted, or
terminated, or has been terminated, that contractor shall no longer be evaluated for
subsequent award from this ITB. Institution will never have more than three (OR
WHATEVER NUMBER IS APPROPRIATE FOR THE PARTICULAR ITB)
contracts awarded during this contract term, but reserves the right to make
subsequent awards from the original evaluation to keep three (AGAIN,
WHATEVER IS APPROPRIATE FOR THE PARTICULAR ITB) active
B. Scope of Services Required:
The following services are to be provided by the Contractor:
BE EXACT IN WHAT YOU EXPECT THE CONTRACTOR TO DO.
NUMBERING EACH SERVICE OR PHASE OF SERVICE IS RECOMMENDED.
THE FOLLOWING ARE SUGGESTED ADDITIONAL CLAUSES (TO BE
NUMBERED) WHICH MAY BE ADDED TO THIS SECTION, IF/WHEN
X. IF YOU PLAN TO ENTER INTO A LENGTHY CONTRACT, WHERE THE
PRICE OF PRODUCTS OR SERVICE FLUCTUATES FREQUENTLY, I.E.,
PRICE BY VOLUME, PER GALLON, ETC., IT IS RECOMMENDED
THAT YOU ADD THE FOLLOWING: If during the term of the contract,
Contractor enters into a contract for the same goods or services with a third party on
terms that are more advantageous, Contractor shall make the more advantageous
terms available to Institution.
X. IF YOU ARE AWARE, OR IF YOU SUSPECT THE CONTRACTOR WILL
BE SUBCONTRACTING, INSERT THE FOLLOWING: If Contractor will be
required to obtain goods or services from a subcontractor in order to fulfill the
Contractor's requirements under this Contract, Contractor shall not subcontract
without the express permission of the Institution, and shall advise the Institution of
the specific goods or services which are not provided or supplied directly by
Contractor. In addition, it shall be mandatory for the Contractor to act as the prime
contractor for the purpose of this contract. The Contractor shall be considered the
sole point of contact with regard to contractual stipulations, to include payment of
any and all charges resulting from the purchase of subcontractor(s) services or goods
necessary for fulfillment of this contract, and the Contractor shall be responsible for
meeting all other requirements of the contract.
3. Institutional responsibilities and prerogatives:
BE EXACT IN WHAT THE INSTITUTION WILL DO, INCLUDING FINANCIAL
ARRANGEMENTS, I.E., INSTITUTION WILL PAY INVOICE WITHIN 30 DAYS
OF RECEIPT. AGAIN, NUMBERING RESPONSIBILITIES IS RECOMMENDED.
4. Acceptance of Product:
5. Warranty: Warranty period begins upon Acceptance of Product by the Institution.
6. Service Contract: All hardware service contracts shall begin upon Acceptance of the Product by
7. Software licensing: All software licensing shall begin upon Acceptance of the Product by the
8. Scheduling: Seller is required to coordinate delivery with Institution’s contact: ___. Delivery shall
be completed no later than ten (10) working days after final execution of a contract between
Institution and the successful bidder.
9. Shipping: Cost includes all shipping and/or handling charges. Seller pays freight charges, seller
owns goods in transit and assumes full risk and liability for goods damaged in transit, seller files
any damage claims. Seller shall ship complete (no partial shipments) and clearly identify packages
with Institution contact’s name and contact information. Shipping address is:
Contact person fill in
Risk of loss shall pass to Institution upon notice of full and complete installation by Seller but shall pass
back to Seller after a notice of default once Seller begins to remove the product.
10. Installation: Cost includes installation by Seller.
11. Taxes: Institution is tax exempt. All taxes shall be the responsibility of the Seller.
12. Payment: 1) Seller may invoice 50% of the purchase price upon final execution of a contract
between the Institution and the Seller, and Institution will make payment within 30 days; 2) The
balance shall be due within 30 days after Institution receives Seller’s invoice. Seller’s invoice for
the balance may be sent when Seller receives written notice of Acceptance (as set forth in Section
13. Performance Bond: Institution reserves the right to require a performance bond.
Standard Contractual Requirements
The Institution’s Solicitation Standard Terms and Conditions, are attached hereto, and by this reference
made a part hereof. In addition to the above, the contract award will be contingent upon compliance with,
and the Contractor and Institution agree to, the terms set forth therein. YOU MUST ATTACH THE
TWO-SIDED PRE-PRINTED FORM TO EACH COPY OF THE ITB. THE
"ATTACHMENT" DOES NOT REQUIRE A HEADER OR PAGE NUMBER.
INSURANCE NOTE: IF YOU FEEL $1,000,000 INSURANCE (THE MANDATORY
REQUIREMENT) IS NOT SUFFICIENT, OR IS TOO MUCH TO ASK AS TO THAT
PARTICULAR ITB/CONTRACT, CONTACT THE BUSINESS OFFICE CONTRACT
COORDINATOR FOR SPECIFIC INSTRUCTIONS.
THE FOLLOWING COMMENTS PERTAIN TO SECTION VI.
1) MAKE SURE THERE IS A HEADER AND A PAGE NUMBER.
2) NO PART OF THE SECTION SHOULD APPEAR ON A PREVIOUS OR
SUBSEQUENT PAGE. IF NECESSARY REDUCE YOUR FONT.
UNIVERSITY OF OREGON ITB #ENTER ITB ID FROM COVER PAGE
I have read all of the terms and conditions of this Invitation To Bid, and I understand that if
awarded the contract, I shall be bound by its terms and conditions, and hereby tender my bid in the
amount of $____________ (IF YOU ARE HAVING THEM COMPLETE A BID SHEET,
ETC., THEN REPLACE $______ WITH IDENTIFY OF THAT BID SHEET, ETC.. I
certify that I have not and will not discriminate against minority, women, or emerging small
business enterprises in obtaining any required subcontracts.
Certificate of Compliance with Tax Laws
I, the undersigned, being first duly sworn,
Check one box: __ hereby certify under penalty of perjury that I am not in violation of
any Oregon tax laws.
__ hereby certify under penalty of perjury that I am authorized to act on
behalf of Contractor and to the best of my knowledge, Contractor is
not in violation of any Oregon tax laws.
Business Designation (check one):
___ Corporation ___ Partnership ___ Sole Proprietorship
___ Governmental/Non-Profit ___ Limited Liability Company
Social Security No. or Tax Identification No. _____________________
(Above information must be provided prior to contract approval. If awarded the contract, this
information will be reported to the Internal Revenue Service under the name and taxpayer I.D.
number submitted. Information not matching IRS records could subject Contractor to 31 percent
The individual signing this Bid Statement warrants they have authority to bind the Bidder by their
Signature: ____________________________ Dated: ____________________
Name: _________________________________ Title: ____________________
City/State/Zip: ________________________ Phone: ( )_____________
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