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Chapter 6 • Software and Vendor Selection 183

Conflict of Interest
The “institution or company” may, by written notice to the bidder or vendor, terminate the right of the
bidder or vendor to proceed under the agreement if UMass determines that gratuities in the form of
entertainment, gifts, or otherwise were offered or given by the bidder or vendor, or agency or repre-
sentative of the bidder or vendor, to any officer or employee of “institution or company” with a view
toward securing the agreement or securing favorable treatment with respect to the awarding or amend-
ing of the making of any determinations with respect to the agreement and as set forth in “State Law.”

Bid Documents
(Public agencies must be specific with vendor as in the example below.)
One (1) original, one diskette (electronic MS Word or Excel), and (#) additional hard
copies of the proposal should be submitted in a sealed envelope to:

Name and Address
Attention: director of procurement
Outside of envelope should be marked with the following information:
Proposal for: (name of bid)
Bid opening date: (date)
Proposal number: (bid #)
Attention: director of procurement

Bid Opening
Proposals will be accepted until [date and time of Bid opening] at the procurement department, when
they will be publicly opened and made available for inspection. Proposals received after that date
and time will not be considered. It is the bidder’s responsibility to see to it that this condition is met.
Receiving at our central mailroom or receiving dock is NOT acceptable. Please allow for possible
internal mail delays in getting your bid to Procurement. No award will be made at time of bid
opening. If sending proposals via FedEx, UPS, etc., please send Direct—Desk-to-Desk delivery.
The bid opening will be held at [Location].

QUESTIONS
All questions a bidder may have concerning this “Request for Proposal” document should be
directed to [name and title]. All questions should be submitted electronically to [e-mail address]
prior to [date and time].

Amendments
The “institution or company” reserves the right to amend, alter, or cancel the bid at any time
prior to the deadline for submissions of bids. If such action is necessary, all potential bidders who
have received or requested a copy of the bid will be notified of the changes to be made in writing
and whether the bid opening date will be extended.
Modifications or Withdrawal of Bids
Any bid may be withdrawn or modified prior to the date and time stated in the bid for the opening
of bids. Such withdrawal or modification may be either in writing and signed by an authorized