When Applicable At public bid openings, unsuccessful bidders know they will not receive the award because Procurement posts the bids and announces the apparent low bidder. For situations other than a public bid opening, if a bidder calls, Procurement will inform the bidder over the phone of the results. For unsuccessful bidders who do not call, Procurement sends a letter notifying them that they will not be awarded the contract, and thanking them for their interest and participation. Suppliers invest a large amount of time and money in responding to a request for bids or proposals, and Procurement enhances supplier relations by formally informing them of the results of their submission. The letter thanks the supplier for the bid or proposal, states the basis on which Procurement made its selection, and notes Procurement's hope that the supplier will participate in future bidding.
Exhibit A is a sample notice to an unsuccessful bidder.
Stanford University would like to thank you for your very complete and competitive proposal for subject services. Unfortunately, you were not selected for this specific requirement. Accordingly, your Bid Bond is returned herewith. Selection of the successful bidder was based on the lowest overall cost to the University and the ability of the bidder to meet Stanford's require- ments most fully. Again, thank you for your effort in developing your proposal.