DUTIES AND FUNCTIONS OF THE AUCTIONS BOARD

A. It shall examine all documentation submitted in order to execute the auctions process. It shall decide everything related to the conditions and the Award of the auctions so these can be accomplished in agreement to the highest quality, economy and efficiency standards and in agreement with the norms in effect. B. It shall decide on the matters related to informal auctions and any other brought into its attention by the Secretary and the Executive Official. C. Take care and make decisions on refutations to Formal Auctions D. It shall appoint the members of the technical committees deemed necessary to create in order to make advisements in the award of Formal Auctions and other matters brought to its attention. E. When it does deems it necessary, it may require and evaluate recommendations of the requesting office related to the bidders proposals. F. The meetings of the Board shall be called by its President. G. The minutes of the meetings held by the Board shall contain the signature of all the present members at the meeting. H. In case of an absence of the President, the Secretary of the Department of Agriculture shall determine the person substituting him. I. The Auctions Board shall, with prior authorization of the Secretary, evaluate and decide which auctions shall be executed in order to sale the surplus of the movable property of the Department. J. The Secretary of the Auctions Board shall be responsible for keeping and maintaining updated the minute's book where all the agreements during the meetings held by the Board. Such minutes shall contain the signature of all the members present during the meeting. K. The Auctions Board, duly recommended by its advisors and experts, is empowered to cancel an auction before and after its award, as long as said recommendation is based on technical criteria and any other fundamental nature deemed to harm the best interests of the Department and/or its institutional units. L. Award: All decisions made by the Board on each auction, once adopted, shall be recorded in a written document, without being limited to, Minutes of the Meetings, Award Writ, Award Notification, among others. M. Content of the Award and Award Notification The Award and its Notification shall include the following information: 7 1. Name and address of the bidders. 2. A review of each bidder's bid. 3. The determinant reasons or grounds in the award. 4. Defects, if any, in the bid's content. 5. Signatures - The award shall be recorded in the minutes and shall have the date and the signature of the Members, which participated in the award, and it shall be certified by the Secretary of the Board. 6. Any member may disagree and make clear his opposition in writing. It shall take part of the file. 7. The Writ of the Notification of the Award of an Auction shall be signed by the President of the Board or the Secretary of the same. This does not impede that when the circumstances thus justifies it, the Notification may be signed by any of the official members or a deputy member. 8. "Award Notice" After the Board has awarded the auction, the Secretary is responsible to notify as soon as possible, all bidders, which submitted their proposals to the Requesting Office and the Office of Purchases. 1. Way The Award shall be notified to the bidders through a writ titled "Award Notice", which shall be sent through the most adequate mean in agreement to the instructions given by the Board, to the address given in the bid. The Secretary shall certify the date of such Notice. 2. Content a) General The Award Notice shall contain the following information: 1. Date of the Notice; 2. Date of the Award; 3. Name and address of the bidder; 4. Number of the auction; 5. Name of each bidder indicating the parties warded on his favor and the reason for the rejection of the not awarded parties; 6. Warnings in the event anyone does not agrees with the award, may request review for such before the Board of Appeals of the Department within ten (10) days counted from the date of the 8 notice, which shall be determined by the post office stamp of the Award Notice. b) Awarded Bidder In addition to the information on subsection "a", the Awarded Bidder or bidders Notice shall indicate the following: 1) Documents that he shall submit before the formalization of the contract; 2) The period of time that he shall have to produce the same shall be time that the Board deems reasonable for each case. 3) Warning that the award does not oblige the Government until the contract or the purchase order is granted.