Preparing a Response to a Solicitation

A bidder should do the following in preparing and submitting bid documents to Purchasing Operations.

1. Thoroughly read and understand the bid documents, including all specifications, terms, and conditions in the solicitation. Unless otherwise specified in the solicitation, a bidder may contact the buyer whose name appears on the bidding documents for clarification of specifications or terms and conditions.

2. Clearly note any exceptions to the requested specifications, including any exceptions on the standard terms and conditions, on the bid documents or in a letter of explanation submitted with the bid. Although exceptions may not remove you from consideration, they may affect the award decision.

3. An officer or authorized agent of the bidder must sign the response in ink.

4. Submit the response, including all requested information by the stated due date and time, and follow the submission instructions accompanying the ITB.

Information about Bids Submitted

Interested parties may receive information regarding bids received by Purchasing Operations after the bid due date. This information can be obtained in person and via phone at 517-335-0230. The information provided is dependent on the type of solicitation. In the case of ITBs where pricing information is contained on the facing sheet of the solicitation, only the vendor's name and total price will be provided. In the case of RFPs or other complex bids entailing a multi-step evaluation, only the names of the bidders are provided. This information does not determine awards.

Submission of Sealed Bids

Sealed bids submitted to Purchasing Operations via an expedited mail service such as Overnight Letter, Federal Express, Airborne, ZAP Mail, etc., must still comply with the sealed bid envelope identification instructions. If it is not possible to place the identifying information on the carrier's envelope, an inside, sealed envelope which is properly identified should be used.

Inappropriate Specifications

It is the responsibility of the bidder to inform the buyer when the specifications or other bidding requirements are faulty. Inquiries concerning faulty specifications should be brought to the buyer's attention as soon as possible so that any valid issues can be addressed in an addendum. Telephone conversations with Purchasing Operations or the requesting agency constitute undocumented communications which do not waive or modify the requirements of a solicitation.

An addendum serves to modify the original solicitation, and may affect specifications, quantities, selection criteria, and pricing. An addendum, when issued, is sent to all businesses currently reflected on the bid list, and is posted on the Purchasing Operations internet website.

Bid Withdrawal

A bidder may withdraw from consideration prior to the bid opening. Requests for return of a bid after the due date will not be honored since the material becomes state property. If a bidder has been recommended for award, the state may take whatever action is in the state's best interest regarding bid withdrawal.