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Part 6 : Bidding

Agenda Item No. 15. Part 6 : Bidding. 63G-6a -609 (1) Multiple-stage bidding process Procurement units may conduct a bid in multiple stages to: Narrow the number of bidders who will progress to the next procurement stage Prequalify bidders for subsequent stages

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Part 6 : Bidding

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  1. Agenda Item No. 15 Part 6: Bidding 63G-6a-609 (1) Multiple-stage bidding process • Procurement units may conduct a bid in multiple stages to: • Narrow the number of bidders who will progress to the next procurement stage • Prequalify bidders for subsequent stages • Enter into a contract for a single procurement • Award multiple contracts for a series of upcoming procurements

  2. Agenda Item No. 15 Part 6: Bidding 63G-6a-609(2) Multiple-stage bidding process • Invitation for bids shall: • Describe the • Requirements for each stage of the process • Purpose of each stage of the process • Indicate • Single Contract, or • Multiple contracts for a series of upcoming procurements, and… • State that: • First Stage is prequalification only • Bidder may not submit pricing information during first stage • Bids accepted from first-stage qualified bidders only

  3. Agenda Item No. 15 Part 6: Bidding 63G-6a-609(3) Multiple-stage bidding process • During the first stage, the procurement unit shall: • Prequalify bidders • Prohibit submission of pricing information until the final stage. The procurement unit may… …before beginning the second stage, request additional information to clarify the qualifications of bidders who submitted timely responses

  4. Agenda Item No. 15 Part 6: Bidding 63G-6a-609(4) Multiple-stage bidding process • Contracts may onlybe awarded for a procurement item described in stage one of the invitation for bids.

  5. Agenda Item No. 15 Part 6: Bidding 63G-6a-609(5) Multiple-stage bidding process • The procurement unit may conduct a bid in as many stages as it determines to be appropriate

  6. Agenda Item No. 15 Part 6: Bidding 63G-6a-609(7) Multiple-stage bidding process • The board of trustees of a local district, or the governing body of a special service district may make rules governing the use of a multiple-stage bidding process • The Utah State Procurement Policy Board, if the district board does not adopt its own rules

  7. Agenda Item No. 16 Part 8: General Procurement Provisions 63G-6a-406 63G-6a-406 Public noticeof procurement process (invitation for bids or RFP) or sole source procurement • This section prescribes the components of public notice for a procurement, including: • The name of the procurement unit • How to contact the unit for information about procurement • The date of the opening and closing of the invitation for bids or request for proposals • General description of the procurement

  8. Agenda Item No. 16 Part 8: General Procurement Provisions 63G-6a-406 63G-6a-406 Public noticeof procurement process (invitation for bids or RFP) or sole source procurement • Publish notice using at least one of the following methods • At leastseven days prior to the deadline: • In a newspaper of general circulation in the state, or • In a newspaper of local circulation in the area or • At leastseven consecutive days prior to the deadline: • On the main web site of the issuing procurement unit, or • On a state web site

  9. Agenda Item No. 16 Part 8: General Procurement ProvisionsNew Requirementsfor Sole Source Procurements 63G-6a-406 Public notice of procurement process or sole source procurement • A notice of sole source procurement must be given seven days prior to procurement • The notice must include contact information and other information relating to contesting, or obtaining additional information in relation to the sole source procurement

  10. Agenda Item No. 16 Part 20: Records 63G-6a-2002 Records retention • Retain for at least four years • Written records of procurements for which an expenditure of $50 or more has been made. • A procurement unit shall keep and make these records available to the public upon request.

  11. Agenda Item No. 16 Part 20: Records 63G-6a-2002 Records retention • The written record shall include: • The name of the contractor/provider • Adescription of the procurement item(s) • The date of the procurement • The expenditure made

  12. Agenda Item No. 16 Part 20: Records 63G-6a-2003 Records of contracts made – audits – contract requirements • The procurement officer shall maintain a record of all contracts pertaining to: • Small purchases • Sole source procurement • Emergency procurement

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