Repository: UIHistories Project: Board of Trustees Minutes - 1958 [PAGE 1225]

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1222

BOARD OF TRUSTEES

[April 17

under the contracts awarded to them. T h e Purchasing Officials maintain lists of bidders to whom they send invitations to bid for contracts to sell the University the various classifications of commodities and equipment they buy. T h e Physical Plant Department also maintains a list of contractors for construction and permanent improvements. Preliminary investigation is made of the responsibility of vendors and contractors placed upon such lists, but such preliminary investigation is not binding upon the University if later facts or events tend to show that such vendor or contractor is not in fact a responsible person. Suppliers may be placed on a bidders list by submitting a request to the Director of Purchases, Urbana, Illinois, or the Purchasing Agent, Chicago, Illinois, advising him of the kinds of commodities and equipment for sale. In some instances vendors will be requested to fill out an information blank for reference. Contractors should submit a request to the Director of the Physical Plant, Urbana, Illinois, subject also to the requirement of completing an information blank. In addition to sending out invitations to bid, the Purchasing Officials will run advertisements in the official newspaper, selected by the Director of Finance, regarding items of $1,500 or more they are going to buy. H o w t o Submit Bids Listed bidders will receive invitations to bid on various items in the classification to which the list applies. T h e invitation will give the items to be purchased, the quantity of each item, delivery time, and the specifications which must be met by all the bidders. It will also contain a bid form (except in case of emergencies, when telegram or telephone bids will be requested) to be filled out as shown on the form and as explained in the Purchasing Regulation, and to be returned to the respective Purchasing Official by the time specified in the invitation to bid. Complete records of all bids and awards are kept in the offices of the respective Purchasing Officials. These records are available during regular office hours for inspection by any interested person or his representative. PROCUREMENT A N D BIDDING „

SECTION I . BIDDERS L I S T

REGULATIONS

Eligibility t o Bid

a. How to apply to be placed on bidders list. Bidders lists are maintained for various commodity and equipment classifications established by the Purchasing Officials. A list of contractors for construction and permanent improvements is maintained by the Physical Plant Department. T o have his name included on a bidders list, a vendor or contractor should submit a request in writing or in person to the Purchasing Official or the Physical Plant Department, indicating the types of commodities or equipment he proposes to furnish, or the type of services or construction work he can perform. b. Application to be filled out. After he receives the vendor's or contractor's request, the Purchasing Official or Physical Plant Department may provide him with an application blank asking for the form of organization, bank references, sources of supply, or other information required to determine the responsibility of the applicant. c. Addition of name to list. If the application and financial statement (if requested) show sufficient evidence of the vendor's or contractor's financial and business responsibility, and no reason is known to the Purchasing Official or Physical Plant Department why the vendor or contractor would not be a responsible bidder, his name is placed on the bidders list for the commodity and equipment classifications or types of construction work indicated. Invitations to bid are sent to those persons appearing on bidders lists, but this does not constitute a final or conclusive determination as to the responsibility of such a bidder.

SECTION 2. REMOVAL OR SUSPENSION FROM L I S T

a. Notice of removal or suspension. The Purchasing Official or Physical Plant Department may remove any bidder from a bidders list or suspend him for a specified period of time. Any bidder may be suspended for not more than one year for violation of these rules and regulations, or failure to conform to specifications or terms of delivery. The bidder will be given due notice of such removal or suspension action.