THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON ISSUED DATE: 09/17/00

LOGISTICS/ACQUISITION OPERATING PROCEDURES REVISED DATE: 05/08/12

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SECTION 2 PROCUREMENT

SUBJECT 2.15 OPENING FORMAL WRITTEN BIDS/PROPOSALS

GENERAL INFORMATION

To insure all information needed for the tabulation, evaluation, and award of Invitation to Bids (ITBs), Requests for Bid (RFB), and Request for Proposals (RFPs) is recorded correctly, all formal written bids/proposals will be opened in accordance with this procedure.

AUDIENCE

Applicable to all Procurement Staff and designated Satellite Buyers

GUIDELINES

1. All ITBs, RFBs and RFPs are subject to and shall be opened at a public meeting. Public bid/proposal openings shall be conducted only by the designated Bid Clerk trained in this procedure. A Bid Clerk will be designated for the Central Purchasing Office, Clinical Purchasing Office, and each satellite Purchasing Office that issues and receives bid/proposals. The Bid Clerk(s) will be responsible for storing, filling, opening, and returning back the responsible Buyer all bids/proposals received in response to solicitations issued by UTMB. In the absence of the designated Bid Clerk, the bid/proposal opening shall be conducted by a Procurement Staff member trained in this procedure.

2. All bids submitted to Purchasing shall be received and secured by the Bid Clerk. If for any reason a bid is sent to a Buyer, or other staff member, it should immediately be given to the Bid Clerk.

A. Bids received by mail shall be time-stamped and stored in a secure file/area until the Bid Opening.

B. Bids received by fax shall be placed in an envelope and stored in an secure file/area until the Bid Opening.

C. Bids received by e-mail shall be printed, placed in an envelope and stored in an secure file/area until the Bid Opening. After the Bid Opening, all e-mail responses to a formal solicitation shall be sent to the Buyer for inclusion in the Procurement File.

D. On the first business day of each week (typically on Monday), the Bid Clerk shall check the time-stamp clock against the time listed on a UTMB office telephone and adjust the time-stamp clock if needed. Evidence of each check shall be documented on a spreadsheet kept on the Departmental Server.

3. Bids/Proposals shall be opened at the time and date specified. Only bids/proposals received prior to the stated bid/proposal opening time and date will be opened. Electronically submitted bids/proposals will be considered if received prior to bid/proposal opening. Late bids/proposals will not be accepted or opened under any circumstances. Any late bids/proposals received shall be time-stamped to indicate the bid/proposal was received late, and returned unopened to the bidder/respondent with a cover letter explaining that the bid/proposal was late.

4. ITBs & RFBs: Bid openings shall be conducted in the designated bid room. If bidder representatives are present for the bid opening, each bid shall be opened and the quoted prices shall be announced.

5. RFPs: Opening of proposals in response to RFPs shall be conducted in the designated bid room. If respondent representatives are present for the opening, each proposal shall be opened, and only the name of the responding company shall be announced.

6. The individual conducting the bid/proposal opening shall insure that all attachments or enclosures are identified with the bidder’s/respondent’s name and appropriately attached to the bid/proposal. If it is impractical to staple attachments and enclosures to the bid/proposal, rubber bands shall be used. To the maximum extent possible, the “Register of Bids Received” form (ref Attachment A) which briefly lists attachments and enclosures should be prepared by the individual opening the bids/proposals and attached to the bid/proposal.

7. The individual conducting the bid/proposal opening shall make no representation at the bid/proposal opening regarding the determination of the bidder/respondent to receive an award, or the rejection or disqualification of any bid/proposal. Likewise, questions from those attending the bid/proposal opening regarding such matters shall be deferred pending tabulation and evaluation of the bids/proposals. The individual conducting the bid/proposal opening shall not attempt to tabulate or evaluate the bids at the bid opening.

8. After all bids/proposals for an ITB/RFB/RFP have been opened, they will be attached to the ITB/RFB/RFP file for further processing in accordance with standard procedures for bid/proposal tabulation, evaluation and award. The file will be arranged with the original file on top, followed by bids/proposals, then “no bids”.

9. Additionally, after all bids/proposals for an ITB/RFB/RFP have been opened, the bid clerk will:

·  Complete the remainder of the “Register of Bids Received” form including, but not limited to, original proposal, # of copies, separately bound attachments, execution of offer, responsive/non-responsive.

·  Coordinate with the Web Master to remove the just opened bids from the “Bid Opportunities” website

EXCEPTIONS

There will be no exceptions unless by formal addendum to this procedure or other formal written exception by the Purchasing Agent.

2.15 Opening Formal Written Bids/Proposals

Approved: Kyle Barton, C.P.M.

Interim Chief Purchasing Agent

Attachments:

A – Register of Bids Received

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