Purchasing Policy and Procedure
Acceptance or Rejection of Bids
Purchasing Services may accept some bids or proposals submitted
by vendors and reject others because of irregularities or
other factors. Bids or proposals may be accepted or rejected
under the following conditions.
CONDITIONS UNDER WHICH BIDS OR PROPOSALS MAY BE ACCEPTED
ENVELOPE NOT SEALED
An unsealed envelope may be treated as a minor informality
and is not cause for rejection of the bid or proposal.
ERASURES OR CORRECTIONS
Erasures or corrections to a bid or proposal may be treated
as minor informalities and are not cause for rejection of
the bid or proposal. If erasures or corrections are noted
at the time of opening and reading of bids or proposals, however,
a verbal announcement will be made and a notation included
in the bid or proposal file.
FAILURE TO SUBMIT SUBCONTRACTORS LIST
Failure to include a subcontractor list with a bid or proposal
is not cause for rejection of the bid or proposal. The requirement
for the submission of a subcontractor list is for the purpose
of determining the qualifications of the subcontractors. The
failure to include a subcontractor list may be corrected by
the bidder or proposer by submission of a subcontractor list
within a reasonable time as specified by the Director of Procurement.
MODIFICATION OF BIDS OR PROPOSALS BEFORE OPENING
Bidders or proposers may modify bids or proposals, or correct
mistakes discovered before the time and date set for opening,
provided the modifications or corrections are made in writing.
CONDITIONS UNDER WHICH BIDS OR PROPOSALS MAY BE REJECTED
BIDS OR PROPOSALS NOT SUBMITTED ON UNIVERSITY FORMS
Bids or proposals that are not submitted on University forms
may be rejected provided it is made clear in the solicitation
that University forms are to be used for submission of bids
or proposals and that failure to do so will cause rejection
of the bid or proposal. Otherwise, the failure to submit proposals
on NAU forms will be treated as a minor informality.
If only one (1) bid or proposal is received in response to
a solicitation, an award may be made if the Director of Procurement
determines that the proposed price is fair and reasonable,
that other prospective bidders or proposers had a reasonable
opportunity to respond and that time constraints do not allow
for a new solicitation. Such a determination shall be documented
in the bid file. Otherwise, the bid or proposal may be rejected
for insufficient competition.
LOW PRICE UNREASONABLE
If the lowest price received in response to a solicitation
does not seem reasonable after a price analysis, the bids
or proposals may be rejected and a new solicitation issued.
MODIFICATION OF BIDS OR PROPOSALS AFTER OPENING
Bidders or proposers may not withdraw a bid or proposal or
correct a mistake based on an error in judgment after the
bid or proposal opening. Minor informalities in a bid or proposal
may be waived or corrected if correction is advantageous to
the University. If a non-judgmental mistake is obvious and
the intended bid or proposal is evident on the face of the
bid or proposal, the bid or proposal shall be corrected to
reflect the intended bid or proposal. If an obvious error
is evident on the face of the bid or proposal but the intended
bid or proposal is not evident, the bidder or proposer may
be allowed to withdraw the bid or proposal without penalty.
If the bidder or proposer establishes by clear and convincing
evidence that a non-judgmental mistake was made, the bidder
or proposer may be allowed to withdraw the bid or proposal
NON-RESPONSIVE BIDS OR PROPOSALS
Bids or proposals may be rejected as non-responsive if they
fail to conform in all material respects to the solicitation.
Bids or proposals that do not have the signature of the vendor's
representative shall be rejected provided it is made clear
in the solicitation that a signature of the bidder's or proposer's
representative is required and that failure to provide it
will cause the bid or proposal to be rejected. Otherwise,
failure to sign the bid or proposal will be treated as a minor
CONDITIONS UNDER WHICH BIDS OR PROPOSALS SHALL BE REJECTED
BID BOND NOT INCLUDED
If the solicitation requires the submission of a bid bond,
failure to submit such bond shall cause rejection of the bid
or proposal as non-responsive.
FAILURE TO MEET REQUIREMENTS
Failure to meet specifications, required delivery time, or
the requirements specified in the solicitation shall be cause
for rejection of the bid or proposal.
LATE BIDS OR PROPOSALS
Bids or proposals not received at the date, time, and location
specified in the solicitation shall not be considered. Late
bids or proposals shall be so noted on the envelope and shall
be returned to the bidder or proposer. A notation shall be
recorded in the bid or proposal file. It is the responsibility
of the bidder or proposer to ensure that the bid or proposal
is received on time.
TELEFAX, TELEGRAPH OR TELEPHONE BIDS OR PROPOSALS
Telefax, telegraph or telephone responses to invitations
for a formal sealed bid or proposal shall not be considered.
CONFLICT OF INTEREST
Bids or proposals submitted by an individual or firm that
developed the specifications or plans for a project shall
not be considered.