Page 208 -

184 Chapter 6 • Software and Vendor Selection

representative of the bidder or made in person at the Procurement Department provided in the
latter case that adequate identification is shown by the bidder or his authorized representative.
Telegraphic withdrawals, but not modifications, will be accepted, provided written confirmation
by the bidder is mailed and postmarked on or before the date and time set for the bid opening.
Contractual Terms
Enclosed herein please find a copy of the actual “State” Standard Contract for Services that will
be used to finalize the contract process with the chosen vendor. Additional paperwork is included
that is required by the bidder in order to do business with the “State.” Failure to accept these
documents may deem the bidder as nonresponsive.

Late Bids
Late bids will not be considered. Bids must be in the Procurement Department before the date
and time specified. Postmarks are not considered in determining late bids; however, should a
late bid be the only response and if the bid is also postmarked prior to the date and time of bid
opening, Procurement may choose to make award to the bidder if it is determined that accep-
tance of the late bid is in the best interest of “institution or company.” When no bids are
received, or no qualified bids are received, in urgent circumstances the Procurement
Department may make an award based upon informed competition and without advertising.

Award
a. Award shall be made to the vendor(s) who most closely meets the needs of the “institution
or company” based upon its selection criteria.
b. A review committee has been established consisting of administrative personnel who will
review all proposals and select the vendor that offers the cost and capabilities that are in the
best interest of the “institution or company.”
c. The right is reserved to reject any and all bids, to split bids between vendors, to omit an
item or items, or to accept any proposal deemed best for the “institution or company.”
d. The “institution or company” reserves the right to waive technicalities, irregularities, and
omissions, if in the opinion of the Procurement Department they are insubstantial and to do
so will serve the best interest of “institution or company.”
e. The Procurement Department reserves the right to make an award within one-hundred and
twenty (120) calendar days from the date bids are opened, unless otherwise specified in the bid.
f. Generally, notification of award to the successful vendor is accomplished by means of a
purchase order. However, the vendor receiving this award will receive written notice and
be required to enter into a formal contract.
g. If the awardee fails to sign the proffered contract after award, the Procurement Department
may determine that the awardee has abandoned the contract and shall be free to make an
award to another vendor. In such a case, the Procurement Department may also choose to
debar the awardee from bidding on future requirements of “institution or company.”

Debriefing
Any Vendor may request a debriefing within one (1) week after receiving notification of
award, to discuss the Selection Committee’s evaluation of its bid proposal. Request for
debriefing shall be made in writing to the Procurement Director. Debriefing shall not include
discussions of any competing bids.