Bid Proposal Procedure
Revised: Sept. 15, 2016
Approved: _______
The following procedure will apply for all purchases of work or equipment that are in excess of $500.
1. Team Leader or Property Manager will prepare specifications for the work/service to be performed or the equipment to be repaired or replaced. The specification will indicate the proposal must be for a comparable product or service.
2. The Property Manager will send or deliver the specification to at least three vendors. The bid sheet included will specify:
a. A date for return of the vendor proposal
b. A date for completion of the proposed service/product to be performed or installed
c. An explanation of the warranty and period of coverage
d. An explanation of why the proposed product or work is comparable
e. A separation of additional proposed work into an optional bid along with an explanation of why this additional work should be performed now.
f. All bidders must provide current a Certificate of Insurance and Workers’ Compensation Certificate.
g. The contractor who wins the bid must provide tax identification (EIN) or his/her social security number.
3. Once the Property Manager has received at least three bids, the Property Manager will either:
a. For purchases over $500 but less than $1,500 and within the relevant budget, forward the bids to the appropriate Team Leader and Member-at-Large for them to make a decision
b. For purchases more than $1,500 or more than $500 and not within the relevant budget, the bids will be forwarded to the Advent Council for decision. Email approvals are acceptable.
4. After bids have been received, no negotiation with vendors will take place.
5. All bidders will promptly be informed of the bid decision.
6. Exceptions must be brought to the Advent Council.
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