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If significant changes including major increase or decrease in quantity of material, <br />or in the overall design, approach, or method are made compared to the original <br />specifications, the project should be re- advertised. <br />VII. "PREDOMINANT ASPECT" RULE <br />Some contracts involve both a service and the purchase of tangible property. In <br />these cases, the "predominant aspect" rule is applied in determining the best <br />approach for obtaining the service and goods. <br />If the service component of the contract is the predominant aspect of the contract (in <br />terms of relative costs or importance to the contracting unit) the contract is <br />characterized as a service and a Request for Proposals (RFP) should be used. <br />If the purchase of supplies or equipment is the predominant aspect of the contract, <br />an Invitation to Bid (ITB) should be used. <br />VIII. PUBLIC RECORD <br />Formal bids received in response to an ITB are subject to public inspection once they <br />are opened and must be made available for inspection, subject to reasonable <br />limitations necessary to maintain their integrity and to properly conduct the bidding <br />procedure. Custody of the bids must be maintained to avoid any possibility that bids <br />might be altered or that portions might be misplaced or removed. <br />There is only one exception to the rule that formal bids are public record once they <br />are opened. State statutes provides an exception for information contained in a bid <br />that meets the definition of a trade secret under state law, and such must be <br />designated at the time the bid is submitted. <br />Informal bids are not subject to public inspection until after the contract is <br />awarded. Information should not be disclosed verbally or otherwise in order to <br />maintain confidentiality until after the award. <br />IX. REJECTING BIDS <br />Page 32 of 48 <br />Attachment number 1 <br />F -6 Page 104 <br />