- Small Order Options for End Users
- Purchasing Department Processes
- State Rules and Guidelines
- SFA Rules and Guidelines
Bid Openings
Stephen F. Austin State University purchasing guidelines are governed by
Texas Education
Code 51.9335 and University policies and procedures
approved by the University's Board of Regents.
Bid Submission
- Prospective bidders may request specific bid invitations from the Purchasing Department at any time prior to the bid opening;
- A bidder may withdraw its bid by written request at any time prior to the bid opening date and hour;
- A bid received after the time and date established by the bid invitation is a late bid and will not be considered;
- A bid received which does not contain adequate bid identification information on the outside of the envelope will be opened to obtain such information and will then be processed as any other bid. If the incorrect information on the envelope causes the bid not to be considered in making an award, the bid will be considered invalid and rejected;
- Bids may be submitted by telefacsimile (fax). The telephone number for fax bid submission will be identified in the solicitation; no other number may be used for bid submission. Bids submitted by fax need not be confirmed in writing, but must comply with all legal requirements applicable to formal bids. If all or any portion of a bid submitted by fax is received late, is illegible, or is otherwise rendered non-responsive due to equipment failure or operator error, the bid or the applicable portion of the bid will not be considered. The university shall not be liable for equipment failure or operator error, nor will such failure or error require other bids to be rejected or the bid invitation to be re-advertised.
- Bids by telegram are not allowed;
- An unsigned bid is not valid and will be disqualified;
- A bidder or department may request, in person at the bid opening, that bids be read aloud. No bid shall be required to be read aloud at any time other than during regular working hours and days;
- When formal bids are required, bids may not be taken or accepted by telephone;
- If an error is discovered in a bid invitation, or agency departmental requirements change prior to the opening of a bid, the Purchasing Department will transmit an addendum correcting or changing the specifications to all bidders originally listed on the transmission list for that bid invitation. Bids will not be rejected for failure to return the addendum with the bid, if the change is noted on the bid or the product or service specification would not be changed by the addendum.
Bid opening and tabulation
- All bid openings conducted by the Purchasing Department shall be open to the public.
- Bid opening dates may be changed and bid openings rescheduled if bidders are properly notified in advance of the opening date.
- If a bid opening is canceled, all bids which are being held for opening will be returned to the bidders.
- All bid tabulation files are available for public inspection. Bid tabulations may be reviewed by any interested person during regular working hours at the offices of the Purchasing Department. Employees of the university are not required to give bid tabulation information by telephone.