610 Quincy St. Ÿ Rapid City, SD 57701

605-394-4171 Ÿ www.rapidcitylibrary.org

Date: December 19, 2005

To: RCPL Board of Trustees

From: Greta Chapman

Re: Bid opening process

Date: December 14, 2005

To: Greta Chapman

From: Terri Davis

Re: Bid opening process

Bids need to be opened at the advertised time; in this case, it’s at the December Library Board meeting. As a public meeting, any bidders, vendors, or interested members of the public may be present.

After publicly opening and reading aloud all bid submittals, it would be appropriate to prepare a bid summary and present that bid summary to the Library Board; that summary needs to become part of the official minutes of the Board. The Board needs to acknowledge the bid submittals, but they do not need to award the project at the same meeting.

Library Administration then has thirty (30) calendar days in which to make a recommendation regarding the bids to the Board. If this thirty (30) day time period does not fall on the next regular scheduled Board meeting, a special Board meeting will need to be convened to award the bid.