Table of Contents
State Procurement Manual Homepage |
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State Procurement Manual
Basis for Awards
| Number |
Section |
| PRO-C-15 |
The Procurement Process |
| Effective |
Replaces |
Agencies Affected |
| 7-1-94 |
11-1-91 |
All |
Authority: Wis. Stats. 16.75(1)(a); 16.75(3m)
Scope:
- to establish policy for determining procurement awards
- to establish authority and procedure for making awards
- to establish policy to govern award based on the receipt of a single bid
Content:
- The award of a contract for a procurement is made to the lowest responsible bidder, except as stipulated in VI.A. below.
- When the award is made to other than the lowest bidder, a justification is provided in the bid file.
- Any and all bids may be rejected for just cause. The reason(s) for rejection is (are) documented and made a part of the bid file.
- In determination of award, discounts for early payment will only be considered when all other conditions are equal.
- Awarding contracts and rejecting bids are public actions and purchasing agents performing these functions are guided by the course of action that best promotes the public interest.
- The office making an award:
- Decides which bidder is the lowest responsible bidder.
- If a certified minority business enterprise has submitted a qualified responsible bid that is no more than 5% higher than the apparent lowest responsible bid, or a competitive proposal that is no more than 5% lower than the proposal with the apparent high point score, the award may be made to the minority business enterprise.
- Documents reasons if a low bidder does not receive the award.
- Makes notation of the successful bidder in the bid folder.
- Prepares an abstract or tabulation which becomes a permanent part of the bid file.
- Retains in the purchasing office the original documents from bidders.
- When bids have been solicited, or advertised for, and only one bid is received in response to the solicitation, or advertisement, the office soliciting the bid:
- Determines if the probability of receiving more than one bid existed at the time of solicitation; if so,
- Determines whether restrictive specifications or conditions caused the sole response, if not,
- Determines, based on cost comparisons or analysis, that the price bid is fair; if so,
- Establishes that resolicitation will probably not elicit further bids, and,
- Makes the award based on the single bid.
If the office determines that a single bid was the result of restrictive specifications or conditions, the specifications or conditions should be rewritten and the bid resolicited.
    
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