Sealed bids cannot be accepted by facsimile machine. They must be mailed or delivered to the Purchasing Section. A contract is normally prepared and sent to the successful bidder for signature. Informal bids may be requested on several different forms or by phone. The characteristics that distinguish an informal bid from a formal bid are that informal bids are not sealed and there is no public opening.
Informal bids submitted by facsimile machine are acceptable.
Several bidders may be selected from the bidders list to provide informal bids. Enough vendors are selected to obtain a fair, competitive price. There are several types of specifications used for both formal and informal bids. A technical specification with individual requirements spelled out is preferred for equipment or materials. Other specifications may request a particular brand, include a list of pre-approved brands, or identify performance criteria.