All efforts shall be made to establish a local area market price (i.e. a local or area elevator for grains, region market for hay or straw). If there are competitive elevators or local individuals that might be interested, a request should be made to obtain a bid from these sources also. The highest price offered (elevator or individual), weighing in potential expenses related to delivery and research data collection needs, should be determined in making the final award. A file, containing documentation of each sale and explanation of any conditions of sale due to research needs, shall be established and maintained a minimum of five (5) years. This file should be maintained for potential audit and as a record of how each sale was transacted. In all cases, no preference will be given to University personnel or relatives**.