Section VI: Biddings Requirements


6.1000: Statewide Contracts

Wherever appropriate, Utah State University reserves the right to use Statewide Contracts to procure those goods and services offered by these contracts.

6.2000: Required Bidding Based on Dollar Levels

Insofar as it is practical for purchases of equipment, supplies, or services, no less than two businesses shall be solicited (Utah Procurement Rules 33-3-302), however, more are preferred. Dollar amounts are shown below outlining bidding levels that are required in the acquisition of equipment, supplies, or services.

  • $1.00 to $2,000: requesting department should utilize the purchasing card system whenever appropriate, or submit a Banner requisition to Purchasing Services.
    When bidding is required, it will be conducted at the discretion of Purchasing Services using a written, faxed, or telephone bid.
  • $2,001 to $50,000: bidding may either be in writing, or faxed.
  • $50,000 and up must be in writing and legally advertised in any or all of the following:
    • In a newspaper of general circulation
    • In a newspaper of local circulation to the area pertinent to the procurement
    • In a government publication or trade journal designed for giving public notice.
    • Purchasing Service's Web page.

6.3000: Splitting of Requirements Forbidden

Procurements shall not be artificially divided to avoid using the bid process, or to avoid procurement rules and regulations.

6.4000: Bid Requirements

Low Bid Meeting Minimum Specifications, and one or a combination of the following criteria, which must be established prior to bid being issued, must objectively measure the basis for bid award:

  • Lowest possible costs
  • Testing
  • Quality
  • Workmanship
  • Delivery
  • Suitability for a particular purpose, and,
  • Service/warranty

6.5000: Content of Bid

The requisition initiating a bid process should include:

  • The purchase description and specification for items listed, including: catalog numbers, size, colors etc.
  • Industry standard specifications, if applicable.
  • Evaluation factors
  • Delivery instruction including: department name, building and room number, name of responsible individual.
  • Bid opening time and date. Address where bids are to be sent (Purchasing Services, Facilities, etc.)
  • Performance and delivery schedule, inspection and acceptance terms, if applicable.
  • Estimate cost of each item.
  • Possible sources of supply. List company name, address, fax number, contact name and phone number.
  • Incorporation by reference. The bid document may incorporate documents by reference provided that the bid specifies where the documents can be obtained.
  • Acknowledgement of addendums. The bid shall require the acknowledgement of the receipt of all addendums issued.

6.6000: Bidding Time

Bidding time is the period of time between the date of distribution of the bid and the date set for opening of bids. In each case, bidding time will be set to provide a reasonable time to prepare their bids.

A minimum of 10 CALENDAR DAYS shall be provided for bids, unless a shorter time is deemed necessary for a particular procurement as determined by the Director of Purchasing Services. (R33-3-102, State of Utah Rules and Regulations).

6.7000: Bidder Submissions

6.7100:

Bids under $50,000.00 will be considered whether received by mail, or hand delivered, and by the due date and time. (See section 6.200 for the appropriate method of delivery).

6.7110:

Bids over $50,000.01 will only be considered whenever they are received in Purchasing Services and by the due date and time (see section 6.200 for the appropriate method of delivery).

6.8000: Public Opening

Bids shall be publicly opened and pricing read. Proposals (RFP) and Value Based Proposals (VBP) shall only have the names of those firms submitting responses read. No pricing or other information is made available. See 6.1400 for more information pertaining to RFP/VBP's.

At the time and place specified, the University shall publicly read all the bids received, or the names the companies submitting RFP/VBP responses, and send copies of the bids/RFP/VBP's to the requesting department for analysis and decision preparatory to the awarding of the purchase order or contract.

6.9000: Right to Reject

The University reserves the right to accept or reject any and all bids (proposals) submitted in response to a bid or RFP offering. If none of the bids are acceptable, or all rejected by the University, the University reserves the right to send out revised bids until such time that a satisfactory bid (proposal) is received.

6.1100: Advertising for Bids

The advertising submitted in conjunction with a bid (RFP) offering must state where and when the bids are to be opened. its must also state that the University reserves the right to accept or reject any and all bids (proposals) received.

6.1200: Award

Awards for bids shall be made to the most responsible and responsive offeror whose bid meets the needs of the department and whose bid is determined to be the most advantageous to the University, taking into consideration all of the evaluation factors outlined in the bid document.

Awards for Request for Proposals and Value Based Proposals shall be made to the most responsible and responsive offeror who receives the most points in the evaluation process. Pricing shall be objectively scored.

6.1210: Selection Committees.

The faculty or staff initiating the request for purchase and Purchasing Services in accordance with the evaluation factors listed in the bid or proposal document shall determine the selection of goods or services jointly.

6.1220: Right to Appeal

In disagreements, departments have the right to appeal to A) Controller and B) Vice President of Business and Finance.

6.1230: Improper Influence

University officials should not attempt to influence the awarding of business contracts or the purchase of materials through friendship, biases, or prejudice that is in violation of the Code of Ethics, Utah State Code 67-16-7; 67-16-8.

6.1300: Multi Step Bid Process

Multi step bids will be handled as outlined in Utah Procurement Rules R33-3-1. Competitive Sealed Bidding; Multi Step Sealed Bidding.

6.1400: Competitive Sealed Proposals and Value Based Proposals

Competitive Sealed Proposals and Value Based Proposals will be processed in accordance with Utah State Procurement Code, Section 63-56; and in accordance with State Procurement Rules, R33-3-2 Competitive Sealed Proposals.

Request for Proposals (RFP) and Value Based Proposals (VBP) are defined as solicitation documents where the evaluation of competing offerors for an award may be performed considering factors other than/in addition to cost, e.g., performance and value for costs.

These factors often entail some form of submittals or demonstration and may provide for measurable evaluation. Limited requests for clarification and ?discussion' may be available under the RFP/VBP formats.

For sole source exceptions, see Rule 3.300

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