Purchasing and Business Services Manual (PUR)

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Effective: 7/1/1985

Revised: 11/1/2005

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PUR 107: Public and Proprietary Information

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Purpose

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To define the extent of public and proprietary information that shall be made available to the public

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Sources

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Arizona Revised Statutes § 39–121 et seq.
Arizona Board of Regents Policy Manual - 3-803

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Policy

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Proprietary Information

If proprietary information is submitted with a bid or proposal, it must be clearly marked as such and, if possible, submitted in a separate envelope. To the extent the bidder designates and the director of Purchasing and Business Services concurs, this information will not be considered public information. The director of Purchasing and Business Services shall be the final authority on which material is considered confidential.


Public Information

The following purchasing information is considered public information:

Formal Sealed Bids

Formal sealed bids shall be opened publicly, and the amount of each bid, along with such other relevant information as may be specified by the buyer for each procurement, shall be announced and recorded. This record shall be open to public inspection. The bids and the remainder of the bid information shall not be open for public inspection until after notice of award is issued.

Sealed Proposals

Sealed proposals shall be opened publicly with only the names of the proposers being recorded and announced. Information, including pricing information, shall not be disclosed to the public until after a contract is signed.


Requests for Information

In addressing public records requests, Purchasing and Business Services will follow the provisions set forth in Title 39, Article 2, of the Arizona Revised Statutes § 39–121 through 39–126.

The response to requests for information from interested parties will be limited to review of the documents in Purchasing and Business Services at a reasonable and convenient time as designated by the director of Purchasing and Business Services.

Copies of documents will be furnished upon request. Purchasing and Business Services will assess a fee, which shall include the cost of time and materials. Copies of documents will be made within a reasonable period of time considering the workload and priorities of Purchasing and Business Services staff.

If the request is for a commercial purpose, the requestor must provide a certified statement describing the commercial purpose of the request. Upon being furnished with such a statement, Purchasing and Business Services will furnish reproductions, the charge for which will include the following:

  1. a portion of the cost to Purchasing and Business Services for obtaining the original or copies of the documents, printouts, or photographs
  2. a reasonable fee for the cost of time, materials, equipment, and personnel in producing such reproduction

    and

  3. the value of the reproduction on the commercial market as best determined by Purchasing and Business Services.

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