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-proposal conference or site visit; and 3. copies of any documents distributed by the District to the attendees at the pre-proposal conference or site visit. Any verbal modifications to any solicitation documents made in a pre-proposal conference or site visit shall be reduced to writing and shall also be published as an addendum to the solicitation. Utah Admin. Rules R33-7-201 (July 26, 2018) Cancellation of request for proposals A request for proposals may be canceled by the District prior to the deadline for submission of proposals when the District determines it is in its best interest. If the District cancels a request for proposals, 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 proposals (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 proposals submitted If there is no initial response to an initial request for proposals, 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 request; 2. research the potential vendor community; and, 3. modify the invitation for bids based upon the information gathered. If the District has modified the request for proposals and re-issued it and still receives no proposals 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) Proposal submission Proposals (and modifications to proposals) 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 proposal (or modification to a proposal) not being received by the due date and time. All proposals or modifications to proposals received by physical delivery will be date and time stamped by the District. When submitting a proposal or modification to a proposal by physical delivery (U.S. Mail, courier service, hand-delivery, or other physical means), offerors 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 proposal or modification to a proposal being late. When submitting a proposal or modification electronically, offerors must allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time
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