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Caption: Board of Trustees Minutes - 1958
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1224 BOARD OF TRUSTEES [April 17 enough to any other bids. If a from any ing Official the number of persons on the bidders list is not large provide adequate competitive bidding, bids may also be requested from responsible persons who, it is thought, might submit advantageous purchase is exempt by law from advertising, he may request bids responsible persons. _ , . . Submission of Bids SECTION 4. B I D FORM a. University bid form. In order to provide a uniform type of bid, so that there can be accurate comparison of the various bids by the University, the bidders, and interested members of the public, all bids must be on the form furnished by the University. Any exceptions must have the written approval of the proper Purchasing Official or Physical Plant Department. The University may waive irregularities, if, in their opinion, such irregularities are minor. b. Use of typewriter, ink, or indelible pencil. Every bid should be typewritten or written in ink or indelible pencil. Every bid must be signed by the person submitting the bid or his duly authorized agent. Proper evidence of the agent's authority will be submitted with the bid. The signature should be in either ink or indelible pencil and the name and title of each person signing the bid shall be typed or printed below his signature. c. Bids by telephone or telegram. In cases of emergency, bids may be submitted by telephone (with written confirmation following) or by telegram. SECTION 5. T Y P E S OF BIDS a. Sealed and open bids. The invitation to bid will ask for either "sealed bids" or "open bids." The two types of bids are so designated because of the difference in method of handling, which is explained below. b. Sealed bids. If the University estimates that a proposed order or contract will total $1,500 or more, sealed bids will be requested except in those instances exempted by the State Purchasing Act. c. Open bids. For estimated orders or contracts of less than $1,500, and in all cases of emergency, open bids will be requested. SECTION 6. CONTENTS OF B I D S a. Specifications. The invitation to bid will include a description of the materials, equipment, or service to be purchased or to be bid on. Such description may be detailed specifications, standard specifications, brand names, catalog numbers, etc. b. Other terms and conditions. The invitation to bid and bid form may also set forth any other terms and conditions which bids must meet. c. Items must be new and current. Unless otherwise specified in the invitation to bid, the items and materials offered must all be new and the latest model, crop, or manufacture. d. Unit and total prices. In connection with purchases, the price for the units specified in the invitation to bid should be clearly shown for each separate item in the place provided on the bid form. Only one unit price should be quoted tor each item. T h e total price for the quantity requested must also be shown. e. Acceptance of split award. In some cases the Purchasing Officials may split the award of a contract when two or more bids quote the same price for the item being bought. If a split award is not acceptable it must be so stated in the bid f. Any or all items. Unless otherwise stated, a bid shall be considered as being for any or all of the items covered by the invitation to bid. The award may pe made to the lowest aggregate bidder "for all items or on an item by item basis. The bid should so state if it is to be treated as an aggregate bid (that is, all items awarded or none). g. Time price will be firm. The price of each bid must be kept firm for the period of ^mc indicated on the form by the vendor. This period must be at least thirty days after the latest time specified for submission of bids (unless otherwise provided in the invitation to bid). If no period is indicated, the price will be considered firm indefinitely. h. Maintenance and repair services. If the invitation to bid specifies that maintenance or repair services must be provided by the successful bidder, each bidder should explain in the bid how the services will be provided (that is, whether by the bidder or through an arrangement with another person or firm)-
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