This Standard Operating Procedure (SOP) is subject to the University Policy on the Procurement of Goods and Services.
A Bidders’ Conference provides potential bidders with an opportunity to discuss and/or view the project/work site and become familiar with the existing conditions prior to submitting a quote or responding to a competitive bid.
Definition of a Competitive Bid
A competitive bid is a formal acquisition process performed in an open, fair and transparent manner in order to procure goods and services in a competitive environment.
Rationale
The following are acceptable rationales for canceling competitive bids:
| RATIONAL TYPE | DESCRIPTION |
|---|---|
| Insufficient budget | All compliant responses submitted exceed the anticipated budgeted amount or the University is no longer able to commit funds to the project. |
| Specification change | Major modifications to specifications that change the original scope of work or anticipated outcome. |
| Insufficient response | Too few compliant responses were received to prove fair market value, or could complete the work as specified. |
| Irrevocable period expiry | The competitive bid is not concluded/awarded by the stated irrevocable period. |
Process
- Department Head provides the rationale for bid cancellation, in writing, to the Assistant Director, Strategic Procurement Services.
- Strategic Procurement Services notifies bidders (if applicable) of the project cancellation, citing the reason for the cancellation (if applicable) within 48 hours of the notification.
- The end user is responsible for notifying external consultants, third parties etc. (if any) working with the University on the competitive bid.
- In cases where the irrevocable period has expired, Strategic Procurement Services will cancel the bid and notify the end user and the bidders of the cancellation.