PREPARING

FREQUENTLY ASKED QUESTIONS

Last updated September 2003

Q: What happens after bid opening?

A: Bid Typist places all opened bids and bid files in corresponding bid folder and takes to the Purchaising Agent (PA) responsible for the bid.

PA will:

Determine which bids are to be considered for award. See Purchasing Agent for criteria used.

Return bids meeting specifications and can be considered for award to designated person in data entry so that figures can be checked and verified.

Review verified bids with department requesting merchandise or service and make an award(s).

Circle awarded vendor on Bid Tabulation Sheet and initial.

Complete Bid Evaluation Form and initial.

Place all bids, bid files, and related correspondence in bid folder and take to Assistant or Associate Director of Purchasing for review and approval.

Assistant/Associate Director will:

View all bid information, making sure award was made according to all university rules and state laws. If discrepancy exists, return to PA to correct discrepancy.

If no discrepancy, initial bid evaluation form and give to Bid Typist for posting.

Bid Typist will:

Write on bid tabulation sheet, dates tabulation sheet will be posted (72 normal working hours).

Indicate on bottom of tabulation sheet that copy will be posted on bulletin board outside Tampa purchasing office (University Tech Center I, Suite 135); at end of posting time, copy will be scanned into DocuPact Bid Tab file; copy will be sent to vendors who requested copy (c:Posting,Scanning, "each vendor listed")

Date and initial next to copy notation on bottom of tabulation sheet.

Make copies of bid tabulation sheet and distribute as indicated above.

Record in appropriate manual and electronic logs: date bid tab posted, initials of director who approved posting, name of vendor cicled on bid tabulation sheet, total amount offered by circled vendor.

Place all bids, bid files, and related correspondence in numbered bid folder and file.

Q: What happens during and after bid tabulation has been posted for 72 hours?

A: If no protests received: (See Protest Requirement)

Bid tabulation sheet will be removed at end of posting period and placed in corresponding file.

Bid tabulation sheet and bid evaluation form scanned into DocuPact.

Copy of Bid tabulation sheet and bid evaluation form sent to vendors who requested a copy.

PA will contact awarded vendor and begin processing purchase order or contract, whichever is appropriate.

If protest received (See State Board of Education Rule 6C-18.055(3)):

Bid tabulation sheet will be removed from posting as soon as protest is received.

Formal protest, all bids and related correspondence will be taken to USF's General Counsel (legal department).

USF's General Counsel will set date, time, and place for an administrative hearing.

No other action, regarding protested bid, will take place until conflict is resolved.

Q: Why initiate a bid or proposal? Why can’t I just purchase the item with a purchase order?

A: If the item you want to purchase costs $50,000 or more, state laws say the item must be placed on bid. A BID IS NOT NECESSARY IF A STATE OR USF CONTRACT IS USED To Purchase The Item. If you need a more detailed explanation, see "Things You Need To Know" and "Bids" located under Rules on our Purchasing home page.

Q: I am on your vendor list but did not get a copy of the current bid. Do I need to be on a bid list in order to receive notification of a bid?

A: In lieu of mailing a separate bid/proposal to each vendor, all current bids/proposals are placed on our fax-on-demand system and on our website. Vendors can dial the fax-on-demand system, or check our website to see what is available for bid. The system and the website is updated daily. If interested in bidding on a document, call our fax-on-demand system (813/974-3536), select option #2, then follow the automated prompts in order for a bid/proposal to be faxed directly to your fax machine. Vendors located in Tampa, may dial from any telephone. Vendors not in Tampa, must dial from the handset of their fax machine. Bids/proposals can also be downloaded directly from our website.

Q: What is a SPURS vendor number?

A: SPURS is the acronym for State Automated Purchasing System. The Department of Management Services in Tallahassee, Florida maintains a list of potential bidders, categorized by products and services. These lists are used by state agencies and made available to local agencies upon request. If you are not a registered vendor with the Department of Management Services, contact the Division of Purchasing, 4050 Esplanade Way, Suite 301, Tallahassee, FL 32399-0950, (850) 487-4643. If you are completing the cover page for a USF bid or proposal, and have not received a spurs number yet, you may insert your Federal Identification Number(FEID number) in the space that calls for a spurs vendor number.

Q: Can I fax my bid response back to you?

A: NO. All bids MUST be submitted in a SEALED ENVELOPE, and MUST contain an ORIGINAL MANUAL SIGNATURE of authorized representative in the space provided.

Q: Can I bid on one lot or a few of the items listed on the bid proposal page(s)?

A: The "Award Statement", usually found on page 3 of the bid/proposal, will indicate whether vendor is permitted to bid on one lot or on a few items listed on the bid proposal page(s)