INFORMAL AUCTION

In cases of an informal auction, shall follow the criteria exposed hereinbelow: A. In purchases not exceeding three thousand dollars ($3,000.00), the Executive Official of Purchases shall require a minimum of three (3) quotations. He may 10 execute discretion in order to select the supplier based on the favorable history, reasonability price and the quality of the product, as specified in the quotations received within the due date fixed or its presentation. The quotations shall be presented in original to the Purchases Office and the quotations presented by mail or fax shall not be accepted. B. For purchases not exceeding three thousand dollars ($3,000) but which is not higher than forty thousand dollars ($40,000), the Executive Official of Purchases shall require a minimum of three quotations, which shall be submitted to the Auctions Board for its authorization. The Board shall issue its approval within the term of five working days (5) counted from the quotations presentation. Quotations shall be presented in original to the Purchase Office and no quotation presented by telephone or fax shall be accepted. C. The bidder whose quotation satisfles better the standards of quality and economy of the Department and/or its Institutional units. D. The reasons justifying the award shall be included in the purchase file. E. Any purchase of equipment, not mattering its cost, has to have the original quotation in which the guarantee offered is indicated. F. The Purchases Executive Official shall have the authority to issue purchase orders pursuant to subsections A and B of Section 18 of this Regulation. In the case of the Agricultural Services Programs, it may obtain less than three quotations only when there no exists enough qualified or available bidders. G. The Officials or employees of the Department shall not intervene directly or indirectly, with the bidders in the preparation or delivery of the proposals lists. In the event there is determine through an Informal Hearing that any bidder has acted in agreement with an official or employee, may be eliminated from the Suppliers Registry without prejudice of the legal action deemed pertinent by the personnel of the Department. H. The Specifications and descriptions of the equipment, materials, or non professional services requested, including the purchase's terms and conditions, inspection and delivery date required shall be kept in writing and available for the interested bidders. It shall be part of the purchase order. E. On emergency situations these procedures shall not apply. J. These procedures shall not apply to purchase orders between Government Agencies as established on Act No. 42 of August 5, 1989. 11