If there is a discrepancy between this electronic policy and the written copy held in the Purchasing Department, the written copy prevails. The departments usually evaluate their own bids and make recommendations as to the bid award, but final decision will be made by the Purchasing Office. Beginning with the lowest bid, a determination must be made if the criteria outlined in the ITB was met and the bid is acceptable. If the low bid meets specifications and is acceptable, an indication is made on the summary sheet and the bid can then be awarded. If the low bid is not acceptable, reasons must be documented and the process is repeated for the next low bid.
Red ink is used to note reasons for rejecting a bid on the summary sheet.
A separate memo may also be attached.