Arizona Administrative Code › Title 7 - EDUCATION › Chapter 2 - STATE BOARD OF EDUCATION › Article 10 - SCHOOL DISTRICT PROCUREMENT › Part IV - COMPETITIVE SEALED BIDDING › Section R7-2-1024 - Invitation for Bids

Current through Register Vol. 30, No. 28, July 12, 2024
A. Invitation
				  for bids shall be issued at least 14 days before the due date and time in the
				  invitation for bids unless a shorter time is deemed necessary for a particular
				  procurement as determined by the school district. If a shorter time is
				  necessary, the school district shall document the specific reasons in the
				  procurement file.
B. Content.
1. The invitation for bids shall include the
				  following:
a. Notice that all information and
				  bids submitted by bidders will be made available for public inspection
				  following the award of the contract;
b. Instructions and information to bidders
				  concerning bid submission requirements, including the means for bid submission
				  such as, hand delivery, U.S. mail, electronic mail, facsimile, or other
				  acceptable means, the bid due date and time, the address of the office at which
				  bids or other documents are to be received, the bid acceptance period, and any
				  other special information or requirements;
c. Whether the school district will consider
				  partial bids for award of a contract;
d. Notification of whether the school
				  district may award multiple contracts and the school district's basis for
				  determining whether to award multiple contracts. If multiple contracts may be
				  awarded, the invitation for bids shall include the criteria the school district
				  will use for selecting vendors for each contract under the multiple award,
				  including, as applicable, whether contracts will be awarded by individual line
				  items, groups of line items, or categories, whether contracts will be awarded
				  incrementally, and whether contracts will be awarded by designated regions or
				  locations;
e. The basis for
				  determining the lowest bidder or bidders;
f. Procurement of earth-moving,
				  material-handling, road maintenance and construction equipment shall include as
				  price evaluation criteria the total life cycle cost including residual value of
				  the earth-moving, material-handling, road maintenance and construction
				  equipment and, to the extent practicable, the cost of outright
				  purchase;
g. The purchase
				  description, specifications, delivery or performance schedule, and inspection
				  and acceptance requirements, as applicable. If a brand name or equal
				  specification is used, instructions that use of a brand name is for the purpose
				  of describing the standard of quality, performance, and other characteristics
				  needed to meet the school district's requirements and is not intended to limit
				  or restrict competition. The invitation for bids shall state that products
				  substantially equivalent to the brands designated qualify for
				  consideration;
h. The factors to be
				  used in bid evaluations, including criteria to determine acceptability such as
				  inspection, testing, quality, workmanship, delivery and suitability for a
				  particular purpose. Only objectively measurable evaluation criteria shall be
				  included in the invitation for bids. Examples of such criteria include, but are
				  not limited to, transportation cost, energy cost, ownership cost and other
				  identifiable costs. Evaluation factors need not be precise predictors, but to
				  the extent possible the evaluation factors shall be reasonable estimates based
				  upon information the school district has available concerning future
				  use;
i. The contract terms and
				  conditions, including:
i. Warranty and
				  bonding or other security requirements, as applicable;
ii. The length of the contract and whether
				  the contract will include an option for extension; and
iii. Any other contract terms and
				  conditions;
j. The name
				  of the district representative or district representatives;
k. The manner by which the bidder is required
				  to acknowledge amendments;
l. The
				  minimum information required in the bid;
m. The specific requirements for designating
				  trade secrets and other proprietary data as confidential;
n. Any specific responsibility
				  criteria;
o. A statement specifying
				  where documents incorporated by reference may be obtained;
p. A statement that the school district may
				  cancel the solicitation or reject a bid in whole or in part if deemed
				  advantageous to the school district;
q. Notice that the bidder is required to
				  certify that submission of the bid did not involve collusion or other
				  anticompetitive practices and that the bidder has taken steps and exercised due
				  diligence to ensure that no violation of A.R.S. §
												15-213(O)
				   has occurred;
r. Notice that the bidder is required to
				  declare whether the bidder has been debarred, suspended, or otherwise lawfully
				  prohibited from participating in any public procurement activity, including,
				  but not limited to, being disapproved as a subcontractor of any public
				  procurement unit or other governmental body;
s. Any bid security required;
t. A description of all information that will
				  be recorded and available for public inspection at bid opening; and
u. The date, time and location of any pre-bid
				  conference.