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Caption: Board of Trustees Minutes - 1938
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84 BOARD OF TRUSTEES [October 26 PROCEDURE FOR RECEIVING BIDS ON PURCHASES A N D CONSTRUCTION WORK (21) T h e University Statutes provide that sealed bids for purchases or construction work shall be publicly opened and that a member or officer of the Board shall be present at each opening of bids. The following procedure has been authorized to carry out this provision of the Statutes: PROCEDURE FOR OPENING BIDS [The following outline constitutes the procedure to be followed in opening of sealed bids for construction work and purchases called for under article 50, section C, paragraph ( 3 ) , and article 51, section II, sub-paragraphs ( a ) and (b) of the Statutes of the University adopted by the Board on March 10, 1936.] When sealed bids are called for, the office making the announcement will issue with its specifications a return envelope of a special color addressed to the officer responsible for receiving bids, or a special sticker bearing the address of the officer who is to receive the bids and which can be attached to the package containing the proposal. These communications, as received, will be put aside by that officer without being opened. T h e Secretary of the Board of Trustees will be notified as soon as bids are called for in order that he may arrange for proper representation of the Board of Trustees in accordance with University Statutes. T h e Bursar's office will also be notified of the schedule so that it may arrange to have a representative present. In the case of bids which may be opened in the presence of the Secretary of the Board or the Comptroller, those officers shall be authorized to delegate this responsibility to other responsible members of their organizations in case neither of them can be present personally. At the time of opening the bids the office concerned will have working sheets on which the bids may be tabulated. These sheets should be kept in triplicate. T h e member or officer of the Board present will read the bids which will be tabulated on the working sheets. At the close of the openings the sheets will be signed by the member or officer of the Board present and by the officer concerned in the opening. A copy will be handed to the Board representative, a copy sent to the Comptroller, and a copy retained by the officer in charge of the opening. T h e Comptroller's copy will be kept on file for the examination by independent auditors if requested. A representative of the Bursar's office will be present at each opening in which certified checks are required. This party will list all checks which are submitted and will take the checks into his custody and hold them in safekeeping until the award is made. On notice from the officer concerned in the contract, these checks will be returned by the Bursar to the parties filing them. T h i s report w a s received for record. POLICY RELATING TO PURCHASE OF COAL (22) A letter from an officer of the Danville, Illinois, local union of the United Mine W o r k e r s of America concerning the purchases of coal by the University. Copies of this letter and of the reply which has been made thereto are hereby handed to the Secretary of the Board for record. T h i s report w a s received for record. PURCHASE OF COAL FOR T H E URBANA DEPARTMENTS (23) T h e following report of bids received on October 2, 1936, on the University's requirements of coal for the Urbana Departments for the fiscal year ending J u n e 30, 1937: RAIL MINES Delivered Name Binkley Coal Co. 230 N. Michigan Chicago, Illinois 10 000 Tons Shipping point Danville (Vermilion County) Price f.o.b. mine $1 00 Freight $0 63 Price per ton $1 63
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