RFB Procurement General Instructions.pdf

RFB.GI.VI.2025 Page 1

GENERAL INSTRUCTIONS

1. DEFINITIONS

A. The term "Contracting Entity" shall mean the entity identified in the Notice to

Bidders. 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 bid items, goods or services, from the Pricing Agreement. Should the City of Oklahoma City or a Public Trust choose to avail itself of this Pricing Agreement, the Bidder(s) will provide the bid items in accordance with the terms and conditions of the Pricing Agreement, which will be deemed to be included by reference in the purchase order and the Bidder will treat the purchase order as a separate agreement with that entity.

B. The term “Bidder” shall mean the person or entity proposing to supply the goods and/or services as set forth in these Bid Specifications.

C. The term “Bid Item” shall mean the goods and/or services identified in the Bid Specifications.

2. EXAMINATION OF INSTRUCTIONS AND REQUIREMENTS BY BIDDER

A. All Bidders must examine the Bid Specifications, including but not limited to the

Notice to Bidders, all Documents Required for this Bid, General Instructions, and Special Provisions, prior to electronically submitting any bid. Failure to examine is at the Bidder’s own risk as the Bidder will be held to the terms, conditions and requirements therein.

B. Bidder may submit questions about the bidding 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 these Bid Specifications.

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

3. SUBMISSION OF BIDS BY THE ELECTRONIC BIDDING SYSTEM TO THE

CITY CLERK/SECRETARY

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

B. Bids will be opened at the time and on the date stated in the Notice to Bidders, or later. The Electronic Bidding System does not allow Bids to be submitted after the deadline. There will be no exceptions to this policy.

C. The Contracting Entity does not provide access to a computer to prepare electronic bids.

D. Bidders must register with the Electronic Bidding System here:

https://www.bidnetdirect.com/oklahoma/cityofoklahomacityandtrusts to submit a bid electronically. The Contracting Entity recommends potential Bidders register and become familiar with the Electronic Bidding System in advance of submitting https://www.bidnetdirect.com/oklahoma/cityofoklahomacityandtrusts

RFB.GI.VI.2025 Page 2 a bid. The link above includes instructions, resources, and helpful information for submitting bids and navigating the Electronic Bidding System.

E. There is no charge to the Bidder for registering or submitting an electronic bid to the Contracting Entity.

F. Bidder must timely submit the Pricing Agreement, Item Response Form, and all Documents Required for this Bid in accordance with the Bid Specifications on or before the date and time in the Notice to Bidders or later by Addendum in the Electronic Bidding System.

G. All handwritten bidding 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 Bidder's responsibility to ensure that all handwritten entries are clear, complete, and easily understood.

H. Upload Bidding 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 Bid Item does not restrict Bidders to that particular brand name, etc.

B. The term is simply to indicate the type, character, quality and/or performance equivalence of the Bid Item desired. However, the proposed excepted Bid Item must be of such type, character, quality and/or performance equivalence as that indicated in these Bid Specifications.

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

5. EXCEPTIONS

A. A Bidder 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 these Bid Specifications.

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 Bidder is not authorized by statute to sign and bind the Bidder to the bid.

7. ENTITY NAME

A. Bidder’s entity name must match when submitting the Vendor Contact Form, Pricing Agreement, certificate of insurance, and any other required bidding documents.