INSTRUCTIONS TO BIDDERS
(April 2007)
- Bidder's are responsible to see that the bid is received in the Procurement & Contracts Division prior to the bid opening deadline. Late bids will be returned unopened.
- All bids must be submitted in ink on the bid form. Cover letters, additional sheets, etc. may be included. The total bid excluding sales tax must appear on the bid form as indicated.
- Erasures, overwrites and use of correction fluid or tape are NOT acceptable. All changes (price, model numbers, part numbers, etc.) must be lined out and corrections inserted adjacent to and initialed by the bidder's authorized representative.
- Vendor is required to quote “NEW” equipment, material or product. Recycled, remanufactured, or previously owned product will not be accepted unless otherwise stated in the Invitation to Bid.
- All bids must include the company name and address and must be signed by an authorized representative of the company; signature must be an original signature, or an original signature stamp, on the County Bid Form.
- Alternate or incomplete bids will NOT be accepted.
- The County, at its sole option, may correct arithmetic or extension errors, and obtain clarification, if necessary.
- If no terms discount is to be offered, the terms portion of the bid form shall state "NET".
- If delivery specified is impossible, bidder must state best delivery available on the bid form. Number of days shall mean calendar days After Receipt of Order (ARO). Bids quoting delivery beyond the requirement may be rejected.
- Bid modifications, corrections, or additions received beyond the bid deadline will NOT be considered.
- Telephone or facsimile bids will NOT be accepted.
- Bid prices shall be firm for a minimum of sixty (60) calendar days from the bid opening unless otherwise indicated on the bid form.
- By submitting a response to this Invitation to Bid, Bidder acknowledges and accepts the County's standard terms and conditions.
- Any alteration to the Invitation to Bid must be added in addendum form, and must be issued by the County Purchasing Agent.
- Protest Procedure: County Board of Supervisor's Policy C-17 provides the procedure for the protest process. A copy of the policy is available upon request.
Brands
- The use of brand and/or manufacturer names in the bid specification is for descriptive purposes only. Unless otherwise specified, products of comparable quality and performance will be considered.
- Bidders offering other than the referenced brands are to note their brand name and catalog model number on the bid form.
Guarantees
- All items purchased shall be guaranteed against defects when used for the purposes for which they were designed for.
Taxes
- Bidders shall NOT include Federal Excise Taxes. An exemption certificate will be furnished to the successful bidder upon request.
- Applicable sales taxes will be added when the purchase order is issued.
Samples
- Samples of items, when required, must be furnished to the County at the bidder's expense. If possible, samples will be returned upon request and at the bidders expense. Samples of selected items may be retained for comparison.
Agency Participation
- Any or all El Dorado County tax-supported agencies such as schools and cities within the jurisdiction of El Dorado County who wish to participate shall be included in the bid.
- A separate contract or purchase order must be negotiated between the agency and the vendor.
Bonds
- The County reserves the right to require the successful bidder to provide a performance bond in an amount determined by the County. Unless specifically required on the bid form, a performance bond will NOT be required.
- Certification of the performance bond shall be required following bid award and prior to the release of a purchase order.
- Unless specifically required on the form, bidder's bonds will NOT be required.
Award
- Regardless of amount, unless specifically approved by the County Board of Supervisors, award shall be made to the lowest responsive, responsible qualified bidder.
- In determining the successful bidder, consideration will be given to quality, delivery, warranty, compatibility with existing equipment, and any other information considered to be in the best interests of the County.
- It is unlawful for any person to furnish supplies or services or transact any kind of business in the unincorporated territory of EL Dorado County without possessing a County business license unless exempt under County Code Section 5.08.070. Contact Tax Collector's Office, 360 Fair Lane, Placerville, CA 95667, telephone (530) 621-5800, for further information.
- In accordance with Ordinance 5166, effective September 20, 2022, the local vendor preference is 5%. Local businesses who wish to receive this preference shall be required to submit a statement which demonstrates compliance with the provisions of Ordinance 5166.
- The County of El Dorado is an equal opportunity employer (EOE). Minorities, Females and Handicapped are encouraged to participate (M/F/H).
- If the bid is on an "All or Nothing" basis, bidder shall so state. The County reserves the right to make awards on individual items of a multiple item bid if deemed to be in the best interest of the County.
- The County reserves the right to reject any and all bids, or to waive any informality or nonsubstantial irregularity in any bid.
- The County reserves the right to purchase quantities by necessity only regardless of approximate quantities indicated on the bid form. Bidder shall also have the right to refuse sale in reduced quantities; in such instances, the award shall go to the next lowest qualified bidder.
- In case of default by vendor, the County may procure the articles or service from other source and may recover the loss occasioned thereby from any unpaid balance due the vendor or by proceeding against performance bond of vendor, if any, or by legal process against vendor. The prices Paid by County shall be considered the prevailing market price at the time such purchase is made.