Model Procurement - Jefferson County Public Schools
Model Procurement - Jefferson County Public Schools
Model Procurement - Jefferson County Public Schools
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<strong>Procurement</strong> Regulations<br />
3.7.4 Deletion of Bidders<br />
Businesses that fail to submit bids in response to two (2)<br />
consecutive invitation for bids of similar items may be removed<br />
from the applicable bidder mailing list. However,<br />
any business that currently meets the criteria for inclusion<br />
on any applicable bidder mailing list shall be reinstated on<br />
any such list upon request.<br />
3.7.5 <strong>Public</strong> Availability<br />
All bidder mailing lists shall be available for public inspection<br />
upon request. A copy may be made available to any<br />
person upon request in accordance with applicable open<br />
record laws and policies.<br />
3.8 Pre-Bid Conferences<br />
A pre-bid conference may be conducted to explain the<br />
procurement requirements for any particular procurement.<br />
The conference shall be open to the public, and the date,<br />
place and time of the conference shall be announced to all<br />
prospective bidders known to have received the invitation<br />
for bids, or a notice of availability of the invitation for bids.<br />
The conference shall be held long enough after the invitation<br />
for bids has been issued to allow bidders to become<br />
familiar with it, and sufficiently before the bid opening to<br />
allow consideration of the conference results in preparing<br />
their bids. When possible, the notice of the pre-bid conference<br />
shall state that biddersʼ questions shall be submitted<br />
in advance of the conference, in writing. Nothing stated at<br />
the pre-bid conference shall change the invitation for bids<br />
unless the change is made by written amendment as provided<br />
in section 3.9 (Amendments to Invitation for Bids)<br />
and the notice of the pre-bid conference shall so provide.<br />
3.9 Amendments to Invitations for Bids<br />
3.9.1 Form<br />
Amendments to any invitation for bids shall be distributed<br />
as provided in paragraph 3.6.1 to all prospective bidders<br />
known to have received the invitation for bids.<br />
3.9.2 Use<br />
Amendments shall be used to:<br />
(a) Make any changes in the invitation to bids such as<br />
changes in quantity, purchase descriptions, delivery<br />
schedules and opening dates;<br />
(b) Correct defects or ambiguities; or<br />
(c) Furnish to other bidders information given to one bidder,<br />
if such information will assist the other bidders in<br />
submitting bids, and the lack of such information would<br />
prejudice the other bidders.<br />
3.9.3 Timeliness<br />
Amendments shall be distributed within a reasonable time<br />
to allow prospective bidders to consider them in preparing<br />
their bids. Subject to paragraph 3.4.1, if the time set for<br />
bid opening will not permit such distribution, the time set<br />
for bid opening shall be extended in the amendment, or, if<br />
necessary, by facsimile or telephone notice, and confirmed<br />
in the amendment.<br />
3.10 Modification or Withdrawal of Bids Prior to<br />
Bid Opening<br />
3.10.1 Procedure<br />
Bids may be modified or withdrawn by a bidder by written<br />
notice received in the office designated in the invitation<br />
for bids prior to the time set for bid opening. The notice<br />
may be hand delivered, mailed or sent by any method of<br />
electronic transmission.<br />
3.10.2 Disposition of Withdrawn Bids<br />
Withdrawn bids shall be returned to the bidder when requested<br />
in the notice of withdrawal, or otherwise disposed<br />
of.<br />
3.10.3 Records<br />
All documents relating to the modification or withdrawal<br />
of bids shall be made a part of the appropriate procurement<br />
file, including, but not limited to; the envelope or other data<br />
that shows evidence of the date of mailing, filing or delivery<br />
and receipt.<br />
3.11 Late Bids, Late Withdrawals and Late<br />
Modifications<br />
3.11.1 Definition<br />
Any bid, withdrawal or modification received after the time<br />
and date set for opening of bids at the place designated for<br />
opening, is late.<br />
3.11.2 Treatment<br />
No late bid or late modification will be considered. A late<br />
withdrawal will be considered if received before the date<br />
the contract is awarded, and:<br />
(a) The late withdrawal would have been timely but for<br />
the action or inaction of Board personnel; or<br />
(b) The Director of Purchasing makes a determination<br />
and finding that the notice of withdrawal was released<br />
from the control of the bidder and should have arrived at<br />
the place designated for opening of bids at the time set<br />
therefor, prior to bid opening.<br />
3.11.3 Notice<br />
Bidders submitting late bids that will not be considered<br />
for award shall be so notified in writing as soon as practicable.<br />
3.11.4 Records<br />
Records equivalent to those required in paragraph 3.10.3<br />
(Modification or Withdrawal of Bids Prior to Bid Opening)<br />
shall be made and kept for each late bid, late modification<br />
or late withdrawal.<br />
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