UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.1.03
DATE: 01/15/97
REVISION:
05/18/03

SECTION: SUPPORT SERVICES
AREA: PROCUREMENT SERVICES
SUBJECT: COMPETITIVE SEALED BIDS


PURPOSE

The purpose of this policy is to inform all UAMS departments of the requirements to be followed in the use of Competitive Sealed Bids. Competitive sealed bidding is defined as a method of procurement which requires issuance of an invitation for bid or a request for proposal with a description of the commodities, equipment or services and of all contractual terms and conditions applicable to the procurement. Competitive sealed bidding also requires 1) a public notice 2) public opening of bids at a predetermined time and place, and 3) award to the responsive and responsible bidder who has submitted the lowest bid that meets the requirements and criteria set forth in the invitation for bid or request for proposal.

POLICY

All contracts for commodities or services exceeding an estimated procurement price of $25,000 shall be awarded by competitive sealed bidding unless the UAMS Director of Procurement or Contract Services determine that this method is not practicable and advantageous. The UAMS Procurement Services Department will be responsible for all communication concerning the awarding of competitive sealed bids associated with the University of Arkansas for Medical Sciences, and for the resolution of any problems.

PROCEDURE

  1. Departments requesting the procurement of commodities with a purchase price exceeding $25,000 must request initiation of a competitive sealed bid process to the UAMS Procurement Services Department. This request will be made by submitting an on-line SAP requisitions along with all necessary information including a description of the commodity desired, the necessary quantity (number of units), the manufacturer's number, the catalogue number, the estimated cost, and any suggested vendors.
  2. Departments requesting the lease of equipment with a lease price during the contract exceeding $25,000 must request initiation of a competitive sealed bid process to the UAMS Procurement Services Department.
  3. Departments requesting the lease of equipment with a lease price during the contract that is below $25,000, but whose contract contains an option to purchase a commodity costing more than $25,000, must request initiation of a competitive sealed bid process to the UAMS Procurement Services Department.
  4. The Procurement Services Department will publish formal bid notices in newspapers having general circulation in the state not less than 5 calendar days, nor more than 30 calendar days preceding the opening of bids. The requesting department should consider this time factor prior to submitting requests for commodities, equipment and services in excess of $25,000.
  5.  Procurement Services will coordinate the award of the contract with the requesting department. A formal award will not be made on any product other than the specific one requested by the department, nor will an award be made if the cost is considerably higher than the department's original estimate without approval from the requesting department.