11.0618 Invitation for bids.

Cite as [A.S.A.C. § 11.0618]

A. An invitation for bids shall be issued and shall include:

1. Invitation for bids number.

2. Date of issuance.

3. Name, address, and location of issuing office, including room and building where bids must be submitted.

4. Date, hour, and place of bid opening.

5. A purchase description and/or specification for the goods or services to be procured, in sufficient detail to permit full and open competition and allow bidders to properly respond to the invitation. Descriptions and specifications shall conform to the requirements in Section 5.04.

?. Quantity of goods or services to be furnished.

?. Time, place, and method of delivery or performance requirements.

B. All requirements to be fulfilled by the bidder, and any other factor (if any) to be used in evaluating bids.

C. Clauses required by Subsection 6.01(d) or Section 7.01.

D. Bonding requirements for construction as required by Subsection 8.03(b).

E. Local preference evaluation factors when required by Section 8.03.

F. Public notice of the invitation for bids shall be made at least one week prior to the issuance date of the invitation. Such notice shall be furnished to all suppliers of the goods or services being procured who have requested to be included in bidders mailing list; shall be published in a newspaper of general circulation in American Samoa, and foreign newspapers if required; and displayed at the LBJ Procurement Office, the U.S. Post Office, and at other appropriate public places. The notice shall contain:

1. Invitation for bids number.

2. Adequate description of the types and quantities of goods and services to be furnished.

3. Information on how to obtain copies of the invitation for bids, including any changes as required by Subsection 6.01(a).

G. A responsible time for prospective bidders to prepare and submit bids shall be allowed in all invitations, consistent with the needs of LBJ Tropical Medical Center. A bidding time of 30 calendar days shall be provided, unless the Chief Procurement Officer determines that a shorter period is reasonable and necessary.

H. A list of potential bidders and suppliers requesting copies of invitations for bids in response to public notices shall be compiled and maintained by the Chief Procurement Officer.

I. Bids, when received at the specified location prior to the time set for opening, shall be kept unopened and secure in a locked receptacle. Bids which are opened by mistake shall be resealed, signed by the party responsible, and delivered to the Chief Procurement Officer. No information contained in the bid shall be disclosed prior to the official opening.

J. The bid opening official designated by the Chief Procurement Officer shall determine when the time established for bid opening in the invitation for bids has arrived, and shall so declare to those present, including at least one witness form LBJ staff. All bids received prior to the time set for bid opening shall then be publicly opened, read aloud to the persons present, and recorded as to the name of the bidder and the amount of each bid.

K. The invitation for bids number, bid opening date, names and addresses for bidders, prices bid, and bid evaluation as may be required by Section 8.03 shall be entered in an abstract or record and shall be open to public inspection by interested persons. The record shall be completed as soon as practicable after the bid opening, and the bid-opening officials certify the accuracy of the record.

L. Bids shall be unconditionally accepted without alteration or correction except as authorized under paragraph (10) or (11). Bids shall be evaluated based on the requirements set forth in the invitation for bids, which may include criteria as is necessary to reasonably permit a determination as to the acceptability of the bid. No criteria may be used in bid evaluation that are not set forth in the invitation for bids. LBJ shall not be obligated to accept lowest bid as the sole criteria for selection.

History: Rule 8, eff. March 3, 1999.