If a pre-bid conference or site visit is held, the District shall maintain and publish as an addendum to the solicitation: 1. an attendance log including the name of each attendee, the entity the attendee is representing, and the attendee's contact information; 2. minutes of the pre-bid conference or site visit; and 3. copies of any documents distributed by the District to the attendees at the pre-bid conference or site visit. Any verbal modifications to any solicitation documents made in a pre-bid conference or site visit shall be reduced to writing and shall also be published as an addendum to the solicitation. Utah Admin. Rules R33-6-103 (June 21, 2017) Cancellation of invitation for bids An invitation for bids may be canceled by the District prior to the deadline for submission of bids when the District determines it is in its best interest. If the District cancels an invitation for bids, the reasons for the cancellation shall be made part of the procurement file and shall be available for public inspection. The District shall then either re-solicit bids (using the same or revised specifications) or withdraw the requisition for the procurement item or items. Utah Admin. Rules R33-9-101 (June 21, 2017) No bids submitted If there is no initial response to an initial invitation for bids, the Procurement Officer or Board of Education or its designee may: 1. contact the known supplier community to determine why there were no responses to the invitation; 2. research the potential vendor community; and, 3. modify the invitation for bids based upon the information gathered. If the District has modified the invitation for bids and re-issued it and still receives no bids or there is insufficient competition, the Procurement Officer or Board of Education or its designee shall require the District to further modify the procurement documents or cancel the requisition for the procurement item(s).
Utah Admin. Rules R33-9-102 (June 21, 2017) Utah Admin. Rules R33-4-109 (June 21, 2017)
Bid submission Bids (and modifications to a bid) submitted after the established due date and time will not be accepted for any reason except when the District determines that an error on the part of the District or its employee resulted in the bid (or modification to a bid) not being received by the due date and time. All bids or modifications to bids received by physical delivery will be date and time stamped by the District. When submitting a bid or modification to a bid by physical delivery (U.S. Mail, courier service, hand-delivery, or other physical means), bidders are solely responsible for meeting the deadline. Delays caused by a delivery service or other physical means will not be considered as an acceptable reason for a bid or modification to a bid being late.
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