The General Information section should give bidders general information about the invitation for bids (IFB) process:
- Where and when (time and date) bids must be delivered
- Maximum time for bid acceptance
[Note: If this provision is used in a request for proposals (RFP), the decision to extend is made by mutual agreement between the awarding authority and the responsive and responsible offeror offering the most advantageous proposal as determined by the chief procurement officer.]
- How addenda, if necessary, will be issued
[Note: If this provision is used in an IFB or RFP, you should make sure you obtain a contact name, address, and fax number from anyone who picks up your specifications.]
- Information on how questions from prospective bidders will be handled
- Information on how bidders can modify or withdraw their bids, and how mistakes and minor informalities will be handled
Example: A bidder may correct, modify, or withdraw a bid by written notice received by the City prior to the time and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled "Modification No.__." Each modification must be numbered in sequence, and must reference theoriginal IFB.
After the bid opening, a bidder may not change any provision of the bid in a manner prejudicial to the interests of the City or fair competition. Minor informalities will be waived or the bidder will be allowed to correct them. If a mistake and the intended bid are clearly evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid, and the bidder will be notified in writing; the bidder may not withdraw the bid. A bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident.
- Time and place for pre-bid conference, if any
- Notice regarding your jurisdiction's right to cancel or reject bids
- Notice that bid prices must remain firm for a specified number of days after the bid opening
- Notice concerning unexpected closures
Bid Submission Requirements
The Bid Submission Requirements section should also tell bidders all bid submission requirements, such as:
- Number of copies of the bid required
- How bid envelope should be marked
- Notice that bid must include a non-collusion form, tax compliance certificate, bid pricing sheet, and reference form
- Requirement that bid be signed by authorized individual(s)
- Bonding requirements (performance or payment bonds), if any
- Bid deposit, if any
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