Purchasing and Business Services Manual (PUR)

Interim Posting

Note: At the request of the provost, a vice provost, or a vice president, this policy has been posted in the interim between scheduled posting dates by University Policy Manuals Group because it has significant and urgent importance for the university community. This policy will be included in the publication process by the next feasible posting for online policies and procedures.


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Effective: 7/1/1985

Revised: 11/12/2014

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PUR 501–02: Advertising for Bids

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Purpose

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To establish guidelines for newspaper advertising when it is required or desirable for procurements

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Sources

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Arizona Revised Statutes § 39–203
Arizona Board of Regents Policy Manual - 3–803

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Policy

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Newspaper advertising for bids is mandatory for certain types of procurement and desirable for others. When advertising is required, it must be published in a newspaper of general circulation within Arizona. This is the responsibility of Purchasing and Business Services.

Advertising content should be kept to a minimum in order to conserve funds. Advertisements should state the description of the procurement; the time, date, and place of bid opening; and the location where plans or specifications can be obtained. Other pertinent information may be added if necessary for clarification.


Advertising Requirements

Design and/or Construction Services

Advertisement in the legal advertisement section of a newspaper of general circulation in the state is required. Bid opening occurs at a reasonable time after the last day of publication, but not earlier than two weeks after the date of publication. Notice of the construction project also is sent to construction reporters. A sample advertisement for construction projects, Arizona Board of Regents Notice to Contractors of Intent to Receive Bids, is available.

Other Services Costing $100,000 or More

Advertisement is required in the legal advertisement section of a newspaper of general circulation in the state. Bids are opened at least two weeks after the last day of publication. A sample advertisement for Request for Proposals, Arizona Board of Regents Request for Proposals, is available.

These services might include, for example, auditing, accounting, financial services, legal services, medical and health services, surveys and studies, architectural and engineering services, and tree trimming.


Support of Diverse Business Programs

In order to support the university’s small, diverse, and woman-owned business initiatives, Purchasing and Business Services usually advertises in a diverse publication.


Advertising Costs

Advertising costs are paid by the department requesting the procurement.

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Exception

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Clergy, certified public accountants, financial advisors and consultants, physicians, dentists, and legal counsel services are exempt from the requirement for advertising.

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Cross-References

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For related information, see PUR 501–01, “Information to Suppliers.”

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 $50,000”
  3. PUR 305–02, “Bidding Requirements for Procurements Costing at Least $50,000 but Less than $100,000”
  4. PUR 306–01, “Bidding Requirements for Procurements Costing $100,000 or More”
  5. PUR 306–02, “Waiver of Bidding Requirements for Procurements Costing $100,000 or More”

    and

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

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