Are school districts required to keep envelopes from bidders/offerors as part of the IFB/RFP file documentation?
School District Procurement Rules R7-2-1029(A) and (B) state that each bidshall be time and date stamped upon receipt and stored unopened in a secure place until the time and date set for bid opening and the name of each bidder, the amount of each bid, and other relevant informationshall be recorded. Maintaining the time and date stamped envelopes in the bid file is the best documentation to provide to your auditors for compliance with the rules. Alternatively, photocopies of the time and date stamped envelope/box may be kept. The district may also choose to maintain a log of bids/proposals received, with a second person signing off at the bid submission deadline, that all bids received have been logged in and no further bids will be entered below that point in the log.
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