General Instructions.pdf

RFP.GI.VI.2025 Page 1

GENERAL INSTRUCTIONS

1. DEFINITIONS

A. The term "Contracting Entity" shall mean the entity identified in the Notice to Proposers. The City of Oklahoma City and any Public Trust of which The City of Oklahoma City is beneficiary may choose to avail itself of the goods or services, from the Professional Services Agreement. Should the City of Oklahoma City or a Public Trust choose to avail itself of this Professional Services Agreement, the Proposer(s) will provide the goods or services in accordance with the terms and conditions of the Professional Services Agreement, which will be deemed to be included by reference in the purchase order and the Proposer will treat the purchase order as a separate agreement with that entity.

B. The term “Proposer” shall mean the person or entity proposing to supply the goods and/or services as set forth in the Proposal Special Provisions.

C. The term “Goods or Services” shall mean the goods and/or services identified in the Proposal Special Provisions.

2. EXAMINATION OF INSTRUCTIONS AND REQUIREMENTS BY PROPOSER

A. All Proposers must examine the Proposal Special Provisions and including but not limited to the Notice to Proposers, all Documents Required for this Proposal, General Instructions, and sample Professional Services Agreement, prior to electronically submitting any proposal. Failure to examine is at the Proposer’s own risk as the Proposer will be held to the terms, conditions and requirements therein.

B. Proposer may submit questions about the proposal process during the Question-and-Answer Period to the Contracting Entity on the Electronic Bidding System.

C. For technical or specification questions, the Contracting Entity will only respond by addenda, and only in its sole discretion. No communication through any other process, oral or written, will amend or revise the Proposal Special Provisions.

D. It is the Proposer's responsibility to check the Electronic Bidding System for Questions and Answers or Addendum posted.

3. SUBMISSION OF PROPOSALS BY THE ELECTRONIC BIDDING SYSTEM TO

THE CITY CLERK/SECRETARY

A. Proposals must be submitted through the Electronic Bidding System.

B. Instructions can be found here: https://faq.bidnetdirect.com/electronic-bid-submission/ C. Proposals will be opened at the time and on the date stated in the Notice to

Proposers, or later. The Electronic Bidding System does not allow Proposals to be submitted after the deadline. There will be no exceptions to this policy.

D. The Contracting Entity does not provide access to a computer to prepare electronic proposals.

https://faq.bidnetdirect.com/electronic-bid-submission/ https://faq.bidnetdirect.com/electronic-bid-submission/

RFP.GI.VI.2025 Page 2

E. Proposers must register with the Electronic Bidding System here:

https://www.bidnetdirect.com/oklahoma/cityofoklahomacityandtrusts to submit a proposal electronically. The Contracting Entity recommends potential Proposers register and become familiar with the Electronic Bidding System in advance of submitting a proposal. There is no charge to the Proposer for registering or submitting an electronic proposal to the Contracting Entity.

F. Proposer must timely submit the Proposal, and all Documents Required for this Proposal in accordance with the Proposal Special Provisions on or before the date and time in the Notice to Proposers or later by Addendum in the Electronic Bidding System.

G. All handwritten proposal documents submitted in response to this solicitation must be written legibly. Illegible submissions may be deemed non-responsive and subject to disqualification at the sole discretion of the Contracting Entity. It is the Proposer's responsibility to ensure that all handwritten entries are clear, complete, and easily understood.

H. Upload Proposal documents in PDF format in the Electronic Bidding System.

4. DESCRIPTIVE TERMS

A. Unless the term “no exceptions" is used, the use of brand name, manufacturer, make, or catalog designation in describing a good or service does not restrict Proposers to that particular brand name, etc.

B. The term is simply to indicate the type, character, quality and/or performance equivalence of the goods or services desired. However, the proposed excepted goods or services must be of such type, character, quality and/or performance equivalence as that indicated in the Special Provisions.

C. A proposed excepted good or service must include complete data as to the manufacturer's name, type, model number, any descriptive bulletins and manufacturer’s specifications.

5. EXCEPTIONS

A. A Proposer may submit exceptions by uploading a document labeled “Exceptions” into the Electronic Bidding System as a PDF. Failure to attach an Exceptions document will be regarded as full acceptance of the requirements, instructions, and any documents related to the Proposal Special Provisions.

6. LETTER OF AUTHORIZATION

A. A Letter of Authorization is provided to download on the Electronic Bidding

System and should be attached and submitted when the Proposer is not authorized by statute to sign and bind the Proposer to the proposal.

https://www.bidnetdirect.com/oklahoma/cityofoklahomacityandtrusts