university of illinois - UIHistories Project

1224 BOARD OF TRUSTEES [April 17
ing Official the number of persons on the bidders list is not large enough to
provide adequate competitive bidding, bids may also be requested from any other
responsible persons who, it is thought, might submit advantageous bids. If a
purchase is exempt by law from advertising, he may request bids from any
responsible persons. _ , . .
Submission of Bids
SECTION 4. BID 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. TYPES 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 BIDS
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. The 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)-