Purchasing and Business Services Manual (PUR)

Effective: 7/1/1980

Revised: 11/1/2011

PUR 501–01: Information to Vendors

Purpose

To define the methods by which vendors may obtain information on upcoming procurements

Source

University policy

Policy

Purchasing and Business Services informs vendors of upcoming procurements through the solicitation of vendors from information maintained in a vendor file or buyers’ bidders lists, through newspaper advertising and public posting, through electronic bid networks, and through an electronic bid board.

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Vendor File

The vendor file contains specific vendor information required to procure and/or pay for goods or services.

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Buyers’ Bidders Lists

Each buyer maintains a separate bidders list by commodity classification. To be included on a bidders list, vendors must complete a vendor registration form that describes the company and its products.

Buyers send solicitations to firms that have expressed an interest in supplying the university and that are likely to be competitive in the bid process. Buyers do not send solicitations to every vendor with a registration form on file for the goods or services in the solicitation. On the contrary, prospective suppliers who do not respond to solicitations, who are consistently the highest priced or otherwise not competitive, who have failed to perform satisfactorily in the past, who have wasted time with frivolous protests, or who have lost the confidence of user departments, are not sent solicitations. Such prospective suppliers are eligible to submit a bid or proposal, but they will have to take action in order to obtain a solicitation: by checking the public posting, by monitoring the Glendale Star, or by subscribing to one of the electronic bid networks.

To continue to receive invitations to bid (ITBs), vendors must:

1. respond consistently to quotation requests or have sales personnel regularly call on the buyer

   and

2. perform satisfactorily on orders received as to quality, delivery, service, etc.

Buyers will solicit bids from vendors registered with Purchasing and Business Services and from other sources. No guarantee is made that every vendor will receive an ITB on every procurement. The number of vendors solicited depends on the type and dollar amount of the procurement.

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Newspaper Advertising

ITBs usually appear in the legal advertising section of the Glendale Star and may appear in the Small Business Exchange, Arizona Informant Newspaper, and El Sol De Arizona.

Bids on Construction Projects

ITBs on construction projects are advertised at least once not less than two weeks before bid opening. In unusual circumstances, the director of Purchasing and Business Services may waive this requirement.

Bids on Services Costing $50,000 or More

ITBs on services costing $50,000 or more are advertised at least once not less than two weeks before bid opening. This requirement may be waived only through the Sole Source or the Bid Waiver process.

Bids on Capital Equipment

On occasion, ASU will advertise for bids on capital equipment.

Bids on Supplies

ASU does not advertise solicitations for supplies in print media.

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Public Posting

A copy of each written ITB or Request for Proposal (RFP) is publicly posted on the bulletin board in Purchasing and Business Services. By periodic inspection of the board, vendors may be informed of upcoming office procurements. Vendors may request and shall receive an opportunity to bid on any ITB or RFP so posted. Solicitations are also posted on an electronic bid board; interested potential suppliers may download solicitations from this site.

Cross-References

For information on bidding, see:

1. PUR 303–03, “Preparation of Specifications and Response Evaluation Criteria”
2. PUR 305–01, “Bidding Requirements for Procurements Costing Less than $25,000”
3. PUR 305–02, “Bidding Requirements for Procurements Costing at Least $25,000 but Less than $50,000”
4. PUR 306–01, “Bidding Requirements for Procurements Costing $50,000 or More”
5. PUR 306–02, “Waiver of Bidding Requirements for Procurements Costing $50,000 or More”
6. PUR 501–02, “Advertising for Bids”

   and

7. PUR 501–03, “Bid Security and Performance and Payment Bonds.”

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