Arizona Administrative Code
Title 7 - EDUCATION
Chapter 2 - STATE BOARD OF EDUCATION
Article 10 - SCHOOL DISTRICT PROCUREMENT
Part IV - COMPETITIVE SEALED BIDDING
Section R7-2-1024 - Invitation for Bids
Universal Citation: AZ Admin Code R 7-2-1024
Current through Register Vol. 30, No. 38, September 20, 2024
A. Invitation for bids shall be issued at least 14 days before the due date and time in the invitation for bids unless a shorter time is deemed necessary for a particular procurement as determined by the school district. If a shorter time is necessary, the school district shall document the specific reasons in the procurement file.
B. Content.
1. The invitation for bids shall include the
following:
a. Notice that all information and
bids submitted by bidders will be made available for public inspection
following the award of the contract;
b. Instructions and information to bidders
concerning bid submission requirements, including the means for bid submission
such as, hand delivery, U.S. mail, electronic mail, facsimile, or other
acceptable means, the bid due date and time, the address of the office at which
bids or other documents are to be received, the bid acceptance period, and any
other special information or requirements;
c. Whether the school district will consider
partial bids for award of a contract;
d. Notification of whether the school
district may award multiple contracts and the school district's basis for
determining whether to award multiple contracts. If multiple contracts may be
awarded, the invitation for bids shall include the criteria the school district
will use for selecting vendors for each contract under the multiple award,
including, as applicable, whether contracts will be awarded by individual line
items, groups of line items, or categories, whether contracts will be awarded
incrementally, and whether contracts will be awarded by designated regions or
locations;
e. The basis for
determining the lowest bidder or bidders;
f. Procurement of earth-moving,
material-handling, road maintenance and construction equipment shall include as
price evaluation criteria the total life cycle cost including residual value of
the earth-moving, material-handling, road maintenance and construction
equipment and, to the extent practicable, the cost of outright
purchase;
g. The purchase
description, specifications, delivery or performance schedule, and inspection
and acceptance requirements, as applicable. If a brand name or equal
specification is used, instructions that use of a brand name is for the purpose
of describing the standard of quality, performance, and other characteristics
needed to meet the school district's requirements and is not intended to limit
or restrict competition. The invitation for bids shall state that products
substantially equivalent to the brands designated qualify for
consideration;
h. The factors to be
used in bid evaluations, including criteria to determine acceptability such as
inspection, testing, quality, workmanship, delivery and suitability for a
particular purpose. Only objectively measurable evaluation criteria shall be
included in the invitation for bids. Examples of such criteria include, but are
not limited to, transportation cost, energy cost, ownership cost and other
identifiable costs. Evaluation factors need not be precise predictors, but to
the extent possible the evaluation factors shall be reasonable estimates based
upon information the school district has available concerning future
use;
i. The contract terms and
conditions, including:
i. Warranty and
bonding or other security requirements, as applicable;
ii. The length of the contract and whether
the contract will include an option for extension; and
iii. Any other contract terms and
conditions;
j. The name
of the district representative or district representatives;
k. The manner by which the bidder is required
to acknowledge amendments;
l. The
minimum information required in the bid;
m. The specific requirements for designating
trade secrets and other proprietary data as confidential;
n. Any specific responsibility
criteria;
o. A statement specifying
where documents incorporated by reference may be obtained;
p. A statement that the school district may
cancel the solicitation or reject a bid in whole or in part if deemed
advantageous to the school district;
q. Notice that the bidder is required to
certify that submission of the bid did not involve collusion or other
anticompetitive practices and that the bidder has taken steps and exercised due
diligence to ensure that no violation of A.R.S. §
15-213(O)
has occurred;
r. Notice that the bidder is required to
declare whether the bidder has been debarred, suspended, or otherwise lawfully
prohibited from participating in any public procurement activity, including,
but not limited to, being disapproved as a subcontractor of any public
procurement unit or other governmental body;
s. Any bid security required;
t. A description of all information that will
be recorded and available for public inspection at bid opening; and
u. The date, time and location of any pre-bid
conference.
2. When using
electronic competitive sealed bidding, the invitation for bids shall specify
whether electronic submission of bids is required or optional, the electronic
submission requirements, and the electronic signature
requirements.
C. The school district shall mail or otherwise furnish invitation for bids or notices of the availability of invitation for bids to all prospective bidders registered with the school district for the specific material, service or construction being bid.
D. A copy of the invitation for bids shall be made available for public inspection at the school district office.
Disclaimer: These regulations may not be the most recent version. Arizona may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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