ITB Instructions (DOC)

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     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           -
                    SOLICITATION ATTACHMENT"

             -      EXHIBITS

        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
        COORDINATOR.

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 #_________
                                      -1-

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
                                               Section I

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
impractical.

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
ENTIRE PARAGRAPH.

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
                                       SECTION II
                                      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
      protest.

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
      192."

      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
      Records Law.

      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
            THIS DATE.

                                        Section III
                                     Award Procedures

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.


                                       Section IV
                                Information Regarding Bid

A.   General Information:

     1.     Purpose. This ITB is being issued because STATE WHY BID IS BEING
            ISSUED.

     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
     APPLICABLE.

     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
            contracts.

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
     APPLICABLE.

     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
        the Institution.

7.      Software licensing: All software licensing shall begin upon Acceptance of the Product by the
        Institution.

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
        IV.4).

13.     Performance Bond: Institution reserves the right to require a performance bond.
                                           Section V
                               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

                                               Section VI
                                              Bid Statement

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
backup withholding.)

The individual signing this Bid Statement warrants they have authority to bind the Bidder by their
signature.

Signature: ____________________________ Dated: ____________________

Name: _________________________________ Title: ____________________

Firm: _____________________________________________________________

Address: __________________________________________________________

City/State/Zip: ________________________ Phone: ( )_____________
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