Bid Procedure

Truman State University Bid Procedure Guidelines

Orders totaling less than $5,000

Orders totaling less than $5,000 do not need to be formally bid, although informal price checking by the department is encouraged. A copy of the price quotation should be attached to the requisition. Purchasing will place the actual order. Vendors are not authorized to ship without a valid Purchase Order issued by Purchasing. Departments are encouraged to use minority vendors whenever available and competitive. A listing of minority vendors byproduct is included in the State of Missouri web site http://www.oa.mo.gov.

University rules require a competitive bid for orders costing less than $5,000 when there might be a conflict of interest or in other situations where competition is better served by bidding.

Orders totaling more than $5,000 but less than $25,000

Orders with an estimated cost of more than $5,000 but less than $25,000 must be “competitively bid” unless the price is obtained from a state contract or other approved contract in force. The purpose of the bid is to provide a legitimate opportunity for prospective vendors to compete and to acquire goods and services at the lowest cost to the University. Departments should attach to the requisition as much information as possible to assist purchasing in preparing the bid documents.

Orders totaling $25,000 or more

Orders with an estimated cost of $25,000 or more must be “competitively bid” unless the price is obtained from a state contract or other approved contract in force. The required steps are as follows:

  1. The University must advertise for bids in at least two daily newspapers of general circulation in such places as are most likely to reach prospective bidders at least five days before the bids are opened. The University may also advertise in at least two weekly minority newspapers and may provide such information through electronic medium available to the general public. The Purchasing Section of the Business Office will be responsible for handling the advertising function.

  2. Notice of the proposed purchase must be posted on campus in a public location. At Truman, the notice is posted outside Purchasing in McClain Hall.

  3. Purchasing must solicit bids by mail, email or other reasonable methods.

In addition to the statutory provisions, Board of Governors’ approval is required for the purchase or lease of single pieces of equipment expected to cost $100,000 or more, and for construction projects anticipated to cost $100,000 or more. Purchased or lease single pieces of equipment costing more than $25,000 but less than $100,000 and construction projects anticipated to cost more than $50,000 but less than $100,000 will be reported to the Board of Governors’ at its next regular meeting.

All bids to be based on standard specifications

Except for sole source items, bids shall be made in general terms and by general specifications and not by brand, trade name or other individual mark, provided such article to be purchased can be described without the designation of such brand, trade name or other individual mark.

Award of Business After Bids are Sought

Business awarded to the lowest and best bidder

Business will be awarded to the lowest and best bidder based on the response to the bid specifications provided by the University and required by statute. When bids are opened, the tabulation sheets and any supporting documentation will be provided to the department by Purchasing.

An evaluation committee should be used if there are bids totaling $25,000 or more. Minorities should be represented on evaluation committees whenever possible. The role of an evaluation committee is to review the bid responses and make a recommendation as to the “best and lowest” bid. The evaluation committee must submit a bid evaluation memo to Purchasing explaining the reasons for the selection if the selected bid is not the lowest financial cost bid. If there is no evaluation committee, the bid evaluation memo should be submitted to Purchasing by the department head.

Per statute, a preference must be given to commodities manufactured, mined, produced or grown within the State of Missouri and to all firms, corporations and individuals doing business as Missouri firms, corporations or individuals when quality is equal or better and the delivered price is the same or less. Purchasing should be consulted to assist in evaluation if an out-of-state vendor is being considered over a Missouri vendor if the Missouri vendor has the lowest dollar cost.

Purchase on open market

All bids can be rejected and the purchase can be made on the open market if the exact goods and services are available on the open market at a better price than the lowest bid. Notice of such rejection will be made by Purchasing upon the recommendation of the originating department and approval by the Comptroller.

Negotiation

If all bids are unreasonable or unacceptable as to terms and conditions, noncompetitive or the low bid exceeds available funds and the department and the Comptroller agree that there is no advantage to rebidding, then Purchasing or a person authorized by the Comptroller may negotiate. Each responsible bidder who submitted a bid under the original solicitation must be given a reasonable opportunity to modify the bid and submit a best and final offer. The negotiated price must be lower than the lowest rejected bid of any responsible bidder under the original solicitation.

For procurements involving negotiations, the details of the bids shall not be available for review by the public until after the award of the contract.

Award Protest Procedures

An award protest must be submitted in writing to the Comptroller within 10 calendar days of the bid award. The written protest must include the following information:

  1. Name, address and phone number of the protestor;

  2. Signature of the protestor or the protestor’s representative;

  3. Project title and number (if applicable);

  4. Detailed statement describing the grounds for the protest; and

  5. Supporting exhibits, evidence, or documents to substantiate the claim.

The Comptroller will rule on the appeal within 15 business days of the receipt of the appeal.