DOCUMENT

POL - OA4 Policy & Procedures Reverse Auction 2004

  • YEAR CREATED: 2004
  • ENTITY TYPE: State
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document provides detailed information about the process of conducting a reverse auction for procurement by the Department of Administrative Services (DAS) in Ohio. It outlines the steps involved in the auction process, including bidder qualification, event preparation, the auction event itself, evaluation, and contract award. The document emphasizes that the bid process and associated documents are considered public records under Ohio Revised Code 149.43. As such, they are subject to all relevant laws and regulations governing public records. The document explains that the DAS will notify bidders regarding their inclusion or exclusion from the qualified bidders list. Excluded bidders will receive reasons for their exclusion, while qualified bidders will be invited to the auction event, with details about the date, time, and instructions for participation. To ensure a smooth auction event, the DAS or its agent will work with qualified bidders to configure the auction computer system, test the bidder interface, and provide event procedure manuals and training. Only bidders on the qualified bidders list will be allowed to participate in the auction event. The DAS or its agent will provide administrative support to maintain the integrity of the auction event. An event record will be maintained, including the prices offered by bidders, which will become part of the contract documents and a public record. During the auction event, bidders may submit multiple prices, and the lowest price offered will be considered the price portion of the bid response. In the case of tie bids, the bid received first will be considered the lowest. The auction event will have a scheduled stop time, but it may be extended if bids are received within a predetermined amount of time prior to the scheduled stop time. The event will conclude at either the scheduled stop time or when all extensions are completed. The contract will be awarded to the lowest responsive and responsible bidder, as determined by the DAS. Bids will be closed for public review once the evaluation and award process begins. DAS will evaluate bidders based on their responsiveness to bid specifications and their responsibility, considering factors such as experience, financial condition, conduct and performance on previous contracts, facilities, management skills, and review of debarment lists. Additional information may be requested from bidders to evaluate their responsiveness or responsibility, and failure to provide the requested information may adversely impact the evaluation. Bids will remain firm for 90 days after the conclusion of the auction event, and preference may be given to Ohio products based on domestic preference provisions and state regulations. DAS reserves the right to reject bids that do not comply with requirements, specifications, terms, or conditions stated in the invitation to bid, if the lowest bid is excessive compared to market conditions or available funds, or if awarding any item is not in the best interest of the State of Ohio. Certain parts of the auction process, such as the opening of qualifications summaries and the public viewing of the auction event, may be open to the public. However, the contents of the qualifications summaries will not be open to public inspection until after the contract is awarded.
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