4-6. ADMINISTRATIVE OVERVIEW BID updated use this template.docx

Section 1 – Administrative Overview

Introduction

Eastern Connecticut State University (hereinafter referred to as the “University”, “ECSU”) is seeking Bids from experienced and qualified, vendors (hereinafter referred to as “Contractor”, "vendor", "proposer", "bidder", “firm”, or "respondent")

Bid documents are accessible via the Eastern Bid Portal https://easternct.bonfirehub.com/portal/?tab=openOpportunities

Authority:

This Bid is issued by ECSU under the provisions of the Connecticut General Statutes 4a-52a and 10a- 151b

Submission of Questions or Inquiries:

All communications and /or inquiries regarding this Bid must be directed to the contact person identified below. All questions must be submitted in writing using the email addresses no later than deadline for written inquiries date listed below.

All questions and answers, clarifications, or corrections will be distributed to all interested parties via, through an addendum, via the Eastern Bid Portal https://easternct.bonfirehub.com/portal/?tab=openOpportunities

Proposer must acknowledge receipt of all addenda. It shall be the responsibility of prospective bidders and interested parties to familiarize themselves with the web site and visit it regularly during the BID process for updated information or addenda related to this BID. Proposer must acknowledge receipt of all addenda. No phone or verbal questions will be entertained.

No phone or verbal questions will be entertained.

Submission of Proposal:

Due Date and Time:

· All Bids are due by date and time listed in the documents and bidding portal

· Responses received after this date and time may not be considered.

· Bids must be submitted Electronically via the bidding portal at https://easternct.bonfirehub.com/portal/?tab=openOpportunities

ECSU is not responsible for any technical issues that arise during the submission of proposals.

*Note that in the event of university closing or early dismissal due to inclement weather this BID will be due and opened at 2:00 PM on the next business day. Please visit the University’s website at https://www.easternct.edu for up to date closing information.

Costs for Proposal Preparation:

Any costs incurred by Contractors in preparing or submitting a bid shall be the Contractor's sole responsibility.

Disqualification of Proposals:

The University reserves the right to consider acceptable only those proposals submitted in accordance with all requirements set forth in this Bid and which demonstrate an understanding of the scope of the work. Any proposal offering any other set of terms and conditions contradictory to those included in this Bid may be disqualified without further notice.

A Contractor shall be disqualified and the proposal automatically rejected for any one or more of the following reasons:

· The proposal shows any noncompliance with applicable law.

· The proposal is conditional, incomplete, or irregular in such a way as to make the proposal indefinite or ambiguous as to its meaning.

· The proposal has any provision reserving the right to accept or reject award, or to enter into a contract pursuant to an award, or provisions contrary to those required in the solicitation.

· The Contractor is debarred or suspended.

· The Contractor is in default of any prior contract or for misrepresentation

Addenda to this BID:

The University may need to issue one or more addenda related to this Bid. Such addenda shall be added to the bid document and posted on the bidding portal. It shall be the responsibility of prospective contractors and other interested parties to familiarize themselves with the web site and visit it regularly during the Bidding process for updated information or addenda related to this Bid.

Rights Reserved:

ECSU reserves the right to award in part, to reject any and all proposals, in whole or in part, and to waive technical defects, irregularities and omissions if, in its judgment, the best interest of ECSU will be served. Should ECSU determine that only one Respondent is fully qualified, or that one Respondent is more highly qualified than the others under consideration, a contract may be negotiated and awarded to that bidder. The awarded document shall be a contract incorporating by reference all requirements, terms and conditions of the solicitation and the awarded contractor's proposal as negotiated.

Final Contract:

A copy of the proposed contract is included for reference and review as Exhibit B

ECSU intends to use this Bid and the successful proposal as a basis for the final contract. All provisions of this Bid shall be incorporated into the final awarded contract.

ECSU reserves the right to enter negotiations with the selected Proposer or Proposers in an effort to reach a mutually satisfactory Contract that will be executed by the parties and will be based on this bid, the bid proposal submitted by the selected Proposer(s) and the subsequent negotiation.

The University reserves the right to award a Contract based on an offer which, in the sole opinion of the University, best fulfills or exceeds the requirements of this Bid and is deemed to be in the best interest of the University. The Contract, when duly executed, shall represent the entire agreement between the parties.

Contract Access The contract resulting from any bid activity may be made available to the constituent units of the state system of public higher education, subject to the approval of the Contractor.

Contract Invalidation:

If any provision of this contract is found to be invalid, such invalidation will not be construed to invalidate the entire contract.

Inspection of Proposals and Confidential Information:

All responses submitted to this Bid may be considered a public record or file, subject to public disclosure under the Connecticut Freedom of Information Act ("FOIA"), unless otherwise deemed exempt. ESCU may, but is not required, to withhold any response submitted to this bid from disclosure until the completion of the evaluation process.

Proposals may be available for public inspection upon notice of award and shall be available for public inspection after the contract is signed by all parties. Information marked as "confidential" in any proposal shall be honored as such, to the extent allowable under the Freedom of Information Act.

The University treats Proposals as confidential until after the award is issued. Subsequent to award, the proposals become subject to disclosure under the Freedom of Information Act. If a respondent wishes to supply any information, which it believes is exempt from disclosure under the Act that respondent should summarize such information in a separate envelope and each page submitted should clearly state "Confidential," but otherwise be presented in the same manner as the Proposal. However, any such information is provided entirely at the respondent's own risk and the University assumes no liability for any loss or damage which may result from the University's disclosure at any time of any information provided by the respondent in connection with its proposal.

Bid Terms and Conditions:

The terms and conditions should be reviewed carefully to ensure full responsiveness to the Bid. The contract will be, in form and substance, consistent with applicable University policy and regulations and State of Connecticut statutes and regulations regarding the creation and execution of such contract. The failure of any respondent to receive or examine any contract, document, form, addenda or to visit the sites and acquaint itself with conditions there-existing, will not relieve it of any obligation with respect to its proposal or any executed contract. The submission of a proposal shall be conclusive evidence and understanding of the University's intent to incorporate such terms and conditions.