The Procurement Staff shall strive to use the most efficient means of transmitting the solicitation documents so that all invited vendors will have a chance to participate in the competition on an equitable basis and, to the extent possible, will receive the solicitation documents simultaneously. This policy shall not be used to remove vendors from the list of Vendors to be invited or to limit competition.
Guidelines for Transmission of Solicitation Documents
If a vendor has indicated in writing prior to the issuance of the Solicitation Documents that it will accept Solicitation Documents by electronic means, the Solicitation Documents may be transmitted to that vendor by such means.
If a vendor has not accepted transmittal by electronic means, the Solicitation Documents shall be transmitted by mail, preferably using high quality services such as express or priority mail, overnight courier or messenger, with confirmation of delivery (or receipt) when deemed appropriate by the Procurement Staff.
If the Solicitation Documents contain confidential or highly sensitive information, the transmittal shall be through the use of registered mail, internationally recognized courier, diplomatic pouch, or encrypted e-mail. Normally, the Procurement Officer/Assistant shall require the recipient to provide a return receipt for such Solicitation Documents.
Click here for the guidelines for Electronic Transmission.
