Contents of Solicitations
The bid/proposal form contains the specifications for the product or service being purchased and the terms and conditions governing the bid. This form along with the original bid/proposal and any addendums will become part the actual contract if you are awarded the bid/proposal.
Adherence to Specifications
Manufacturer’s names, trade names, brand information and/or catalog or part numbers that are listed in a bid/proposal are for information and establishment of quality levels desired and are not intended to limit competition, but rather is a means to establish a minimum level of acceptable quality. Feel free to propose any manufacturer and model as long as the products you propose are equal to or exceed the required standards. The fact that all standard equipment may not be mentioned in the minimum specification listing does not permit a bidder/proposer to leave out any item or part shown as standard in the manufacturer's detailed cuts and specifications.
If bids/proposals are based on equivalent products, indicate on the bid/proposal form the manufacturer’s name and catalog number. You should submit with your bid/proposal complete descriptive literature and/or specifications. You should also explain in detail the reason(s) why and how the proposed equivalent will meet the specifications and not be considered an exception and submit adequate proof to substantiate this claim. Outagamie County reserves the right to be the sole judge in determining what is equal and acceptable. Bids/proposals which do not comply with requirements are subject to rejection. If you fail to name a substitute, it will be assumed that you are bidding on and will furnish goods identical to the bid/proposal standard.
Prompt Payment Discounts
You may offer a cash discount for prompt payment; however, such discounts will not be considered in determining the lowest net cost for evaluation purposes. Your bid/proposal should also reflect any unit price discounts to be considered the evaluation process.
Submitting the Bid or Proposal
Once you have completed the Bid/Proposal and Acknowledgment Form, which must be signed, seal the document(s) in an envelope, fill in your firm’s name and address and return to Outagamie County.
Be sure that your bid/proposal reaches the Outagamie County Purchasing Division, or in the case of formal public works bids, the Outagamie County Clerk’s Office, before the date and time specified in the bid/proposal. No bids/proposals will be accepted after the date and time specified in the bid/proposal and no exceptions will be made.
All bids/proposals are opened in public at the date and time specified, read aloud, tabulated and are then available for public inspection.
For questions concerning the Bid and Acknowledgment Form, please contact the Purchasing Coordinator.
Errors in the Bid or Proposal
Your bid/proposal is your firm offer to enter into a contract with Outagamie County. If, however, you discover that you have made an honest error in your bid/proposal, which can be supported by proof that has evidentiary value, you must contact the Purchasing Coordinator immediately. The Purchasing Coordinator, on a case-by-case basis and in exercise of their professional discretion, may grant or deny relief on the error.
This document is published solely to provide general summary information to those wishing to do business with Outagamie County. As such, it is not binding in either a legal or regulatory sense. The purchasing activity of Outagamie County is performed in accordance with applicable laws, Outagamie County ordinances, the Outagamie County Procurement Manual and other applicable rules and regulations which govern, the information in this document not withstanding. In addition, this document does not have the force or effect of any law, rule or regulation and should not be relied upon by vendors in determining their actions or conduct.
Last updated: Friday, October 30, 2009
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