1. .
MEMO
From: Chris Diaz
To: Purchasing Department Staff
Date: 10/27/03
Re: New bidding procedures
On January 1 Hugo Corporation will start following a new set of procedures for accepting
bids from our vendors. Please not that these procedures will be in effect for all purchases
in excess of $1,000 where bids are sought from multiple vendors.
The new, streamlined procedures should make the bidding and purchasing processes
easier for everyone, including the vendors and suppliers. Everyone in our purchasing
department is expected to fully understand and follow these new guidelines as of the first
of the year: if you have any questions, please see me right away.
Next week you will receive a packet of standardized bid forms. You are instructed to use
those forms for every purchase that goes out for bidding by multiple vendors.
Your packet will include the following three forms:
• Bidder Identification and Authorization. This form proves the bidder’s identity
and authorization to sell and distribute the items being bid.
• Guarantee of Availability. By signing this form, the bidder guarantees that the
items we wish to purchase are available and will be delivered within five working
days once the bid has been accepted.
• Price and Specification List. This simplified form allows the bidder to list each
product of service being bid along with complete specifications. For large
purchases, bidders can duplicate this form as often as needed.
After January1, current vendors will be allowed to download these form
our Web site at www.hugoautoparts.com. ( A user ID and password are required to
access the forms.)
As of January 1 please stop using the current bid package. If necessary, we can
Reschedule bidding so vendors can work with new forms. We will be as