265—15.2(16) Methods of obtaining bids or proposals used by the authority.

1. 15.2(1)  Request for bids.

   1. a. The authority may prepare a request for bids for providing the goods or services sought by the authority. The request may be shared on the state website for bid opportunities, shared on the authority’s website, sent directly to vendors, or distributed in other means determined by the authority. The authority may use reverse auction methods to obtain goods and services.
   2. b. The request for bids will include the due date and time of the bid opening, a description of the goods or services needed, and other information deemed necessary by the authority.
   3. c. The authority will tabulate results as bids are opened.
   4. d. The authority will make an award by the date identified in the request for bids. The price quoted by the vendors shall remain binding for the time period indicated in the request for bids. If an award is not made within the time frame indicated by the authority when requesting bids, all bids may be deemed rejected.

2. 15.2(2)  Informal bids.

   1. a. The authority may obtain informal bids through use of a written bid form, in electronic format, or in other manners determined appropriate by the authority. The authority will describe the goods or services sought by the authority, the date by which bids must be submitted, the anticipated award date and other information deemed necessary by the authority. The authority may use reverse auction methods to obtain goods and services.
   2. b. The authority will tabulate results as bids are opened.
   3. c. If an award is not made within the time frame indicated by the authority when requesting bids, all bids may be deemed rejected.

3. 15.2(3)  Request for proposals. The authority may issue a request for proposals when cost is not the sole criterion for selection.

   1. a. The authority will prepare a written request for proposals and submit the request to the department of administrative services for submission on the state website for bid opportunities. The authority may publicize a request through other means, including the authority’s website or sending the request for proposals to selected vendors.
   2. b. Requests for proposals will generally include the purpose of the request, the scope of work to be performed, submission requirements and due date, terms and conditions of an award, review criteria and the anticipated time frame for awarding a contract.
   3. c. The authority will evaluate and rank proposals according to review criteria identified in the request for proposals. If an award is not made within the applicable time frame indicated by the authority when requesting proposals, all proposals may be deemed rejected.

Formal or informal bids or proposals may be obtained by one of the following methods.

[ARC 9406C, IAB 7/9/25, effective 8/13/25]