HCAB-AP: Bidding Process

The requirements for bidding and bid thresholds that govern this policy shall be established by Board Policy Operational Expectations 6 Financial Administration, and by the North Dakota Century Code section 15.1-09-34.

REQUESTS FOR BIDS

All requests for bids shall include at least the following components so long as such components are applicable:

1. Term (i.e., number of days, months, etc.) for which prices must be available;
2. Date, time, and location sealed bid responses are due and are to be opened;
3. Disclaimers regarding:
   1. Responsibility for expenses related to preparation and award of contract;
   2. Indemnity;
   3. Responsibility of bidders to satisfy themselves as to the intent of specifications;
   4. Requirement of bidder to comply with county, state, and dederal laws that could affect the performance of a resulting agreement.
4. A requirement to include all costs, specifically:
   1. Delivery charges, installation fees, warranties, etc.
   2. Unit pricing.
5. Right of the District to reject any and all bids.
6. Contact information of district representative assigned to answer questions regarding the bid documents.

BID OPENING & REVIEW

Unless otherwise stipulated by law, the procedure for bidding and bid openings is as follows. The district shall only accept sealed bids and shall designate a time and place for the opening of such bids. Bids shall not be awarded at a bid opening but at a future meeting of the Board to allow the Superintendent or other designee an opportunity to compare and investigate the bids.  The Superintendent or designee shall make recommendations to the Board regarding the awarding of bids. The Board may interview bidders in accordance with 44-04-19.2 prior to awarding the bid. All contracts which require public advertising and competitive bidding shall be awarded by board motion.

Adopted: 07/01/19

Reviewed:

Revised: