Section 526.5550        Protests

a)         Protest Resolution by the SPO

An actual or prospective bidder, offeror, or vendor that may be aggrieved in connection with a procurement may file a protest on any phase of solicitation or award, including but not limited to, specifications preparation, bid solicitation, or award.

b)         Complaint to SPO

Complainants should seek resolution of their complaints initially with the SPO who issued the solicitation.  Such complaints may be made orally or in writing.

c)         Filing of Protest

1)         Protests shall be made in writing to the chief business officer of the University and shall be filed within 14 days after the protester knows or should have known of the facts giving rise to the protest.  A protest is considered filed when physically received by the chief business officer.  Protests filed after the 14 day period shall not be considered.  In regard to a protest regarding specifications, the protest must be received within 14 days after the date the solicitation was issued, and in any event must be received by the University at the designated address before the date for opening of bids or proposals.

2)         To expedite handling of protests, the envelope should be labeled "Protest". The written protest shall include as a minimum the following:

A)        the name and address of the protester;

B)        appropriate identification of the procurement, and, if a contract has been awarded, its number;

C)        a statement of reasons for the protest; and

D)        supporting exhibits, evidence, or documents to substantiate any claims unless not available within the filing time, in which case the expected availability date shall be indicated.

d)         Requested Information; Time for Filing

Any additional information requested by the University shall be submitted within the time periods established by the requesting source in order to expedite consideration of the protest.  Failure of the protesting party to comply expeditiously with a request for information by the chief business officer may result in resolution of the protest without consideration of that information.

e)         Decision by the Chief Business Officer

A decision on a protest shall be made by the chief business officer as expeditiously as possible after receiving all relevant requested information.

f)          Effect of Judicial or Administrative Proceedings

If an action concerning the protest has commenced in court, the chief business officer shall not act on the protest.