Evaluation and Award - 1406.4

Bid Submissions

Generally, bid submissions will be handled as follows:

• Bids will be submitted electronically whenever possible. If not possible, bids may be hand-delivered or sent by mail unless the solicitation stated another method, i.e., fax
• Bids are due by the close of the business day, which is considered 5:00 pm Pacific Standard/Daylight Time on the date indicated unless otherwise stated in the solicitation
• To be considered for award, when sealed bids are required:
  • The “cost” portion must be sealed in a separate envelope and contained inside the bid envelope (for point based bids only, such as value-effective RFPs when using the 10 section format RFPs)
  • It must be received at the location and by the closing time and date specified
  • Any forms required to have a signature should be signed by the bidder
• Electronic bids will be date and time stamped upon receipt by the system.
• Buyers are advised to create a bidder response list:
  • Record the date and time bids are submitted
  • Include the bidder’s company name
  • Include the bidder’s contact person (if listed on the exterior of the envelope or obtained from an in-person submission, or from within the bid if opened publicly)
  • Record the cost amount (only if this is a low-cost based bid with a public opening, otherwise this information should not be contained in the initial bidder response list
• Bids must be kept in a secured area and remain confidential until bid opening
• Bids submitted after the closing time and date will be considered non-responsive

Solicitations using the value effective evaluation for contract award require a cost submission and require evaluation and scoring of all submissions prior to opening the cost envelope to determine the overall score of the bid responses.  Only the cost factors of responsive bids are to be viewed.

Submission of Fax Bids

Any solicitation that requires a sealed cost submission cannot be faxed.

Intent to Award

For IT goods and/or services solicitations over $1,000,000.00, all bidders must be notified of intent to award a contract at least 5 working days prior to award.  This notification period may be shorter when the Alternative Protest Process is used.

For non-IT goods formal solicitations (those exceeding $100,000.00) departments are required, upon receiving a written request from a bidder or when the lowest bid is rejected, to notify the bidder of the proposed award 24 hours prior to award of the contract.

Click here to access a sample Letter of Intent to Award