Policy 5206 - Competitive Bidding
Revision Date: 11/2002
Responsible Office: Purchasing Officer
Reference: LRS 39:1551-1755; LRS 38:2181-2320
Bids are for a particular item or items with specific a quantity. A purchase order is to be issued as soon as bid is awarded. The bid prices are normally firm for 30 days.
Annual Bid, Semi-annual or Quarterly Bid
The bid specifications request prices to be firm for a specific period of time, and states the expected quantity of each item to be ordered. Funds are encumbered and usage is processed by partial. Items are only delivered on request. This method requires less paper work and allows the Department to "pick up the phone" and order any of the items on the Purchase Order. The invoice will be paid by the Comptroller's Office without additional paper work. The invoice will be paid by the Comptroller's Office without additional paper work.
Bids are for pricing only for a specified period of time. The specifications will state that all items may not be ordered. Funds will not be encumbered and goods will not be ordered. A second requisition must be submitted for the items to be ordered. A Purchase Order will then be issued for the requested items. This is used for situations when funds are not available until collected, such as student assessment fee accounts.
BID EVALUATION PROCESS
The departments usually evaluate their own bids and make recommendations as to the bid award, but the final decision will be by the Purchasing Office.
Beginning with the lowest bid, a determination must be made if the criteria outlined in the ITB was met and the bid is acceptable. If the low bid meets specifications and is acceptable, an indication is made on the summary sheet and the bid can then be awarded.
If the low bid is not acceptable, reasons must be documented and the process is repeated for the next low bid. Red is used to note reasons for rejecting a bid on the summary sheet. A separate memo may also be attached.
No criteria may be used in bid evaluation that are not set forth in the ITB.