Request for Bids : 17098 Bulldozer

EASTERN WV COMMUNITY AND TECHNICAL COLLEGE
GUIDELINES FOR VENDORS FOR BID SUBMISSIONS VIA EMAIL
(10/28/26)
NOTE: This document is specific to the competitive solicitation processes, where bid submissions must
arrive at the closing location on time.
1. Purpose of These Guidelines
Eastern WV Community and Technical College (EWVCTC) may post opportunities that allow
vendors to submit their bids / proposals / responses (known as submissions) electronically via
email. This document is intended to assist vendors in understanding:
* the risks associated with submitting an emailed submission; and
* the pitfalls that should be avoided if emailing a submission.
NOTE: Vendors who deliver submissions via email do so at their own risk; EWVCTC does not
take any responsibility for any emailed submission that:
* does not arrive on time;
* is rejected; or
* contains corrupted electronic files.
2. Risks
Although emails are sent every day without incident, there are a number of risks that could occur
and delay the receipt of an email. An email submission is deemed to have been received once it
arrives EWVCTC's Electronic Mail System. Emailed submissions that arrive late will not be
considered, regardless of the reason, and vendors will not have the option to resubmit after the
closing date and time.
Following are some of the reasons that may delay an email, or cause an email to be rejected by
EWVCTC's email system:
i. Delays can occur as an email moves from server to server between the sender and the
recipient, meaning that the time when an email is received can be later - and sometimes
considerably later - than the time when it was sent. EWVCTC will consider the time that
an email was received by EWVCTC's email system as the official time for any emailed
submission.
ii. EWVCTC's email system has technical and security limitations on the size and type of files
that will be accepted. Emails containing attachments that exceed 30 MB cannot be
accepted.
iii. EWVCTC's email system has protocols whereby an email may be investigated as potential
spam or containing a virus / malware. Such protocols may result in an email being sent to
the recipient's inbox late.
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iv. EWVCTC's email system has protocols whereby an email may be investigated as having
Personally Identifiable Information (PII). An email determined by the system to contain PII
or data of a similar appearance of PII will not be delivered.
v. EWVCTC's email system is designed to reject any email that is considered spam or that
contains a virus or malware. On occasion, an email may be falsely flagged and rejected.
Copies of rejected emails are not kept in the email system, and therefore no possibility
exists to retrieve an emailed submission that has been rejected.
vi. In addition, it is possible that one or more attachments to an email to become
corrupted and therefore inaccessible to EWVCTC's email system. Vendor will not have
the option to resubmit after closing if the attachments cannot be opened. Further,
EWVCTC cannot open any submission prior to closing to confirm whether or not the
files have been corrupted.
3. Vendor Guidance for Emailed Submissions
1. Never assume that a solicitation allows for emailed submissions. Emails should only be used
as a delivery mechanism when the opportunity expressly allows for it.
2. Never assume which email address is being used for submissions, when emailed submissions
are permitted. Carefully read the instructions and ask questions well in advance of closing if
the email address for submissions is not clear. Submissions that are emailed to any address
other than the one expressly stated for the purpose may be rejected as missing a mandatory
requirement of the solicitation.
3. Avoid using generic subject lines in the emailed submissions that do not clearly identify the
solicitation name and / or number as well as the vendor organization name. The subject
line of the email should be: BID FOR xxxxxxxxx DUE WEDNESDAY xxxxxxxxxx AT 3:00PM.
A sample email subject line for an open bid might be: BID FOR 21001 DUE WEDNESDAY,
APRIL 7, 2021 AT 3:00PM.
4. Avoid multiple emails from the same vendor for the same opportunity wherever possible. If
multiple emails cannot be avoided (e.g., the collective size of the emails exceeds the
maximum size allowed), identify how many emails constitute the full submission and
provide clear instructions on how to assemble the submission. Multiple submissions from
the same vendor for the same opportunity may result in rejection if these instructions are
unclear.
5. Vendors may update, change, or withdraw their submission at any time prior to the
closing date and time. If emailing updates or changes, do not submit only the changes
that then require collation with the previous submission. Instead, a complete revised
package with clear instructions that it replaces the earlier submission should be sent. This
will help to avoid any confusion as to what constitutes the complete submission.
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6. Avoid emailing submissions in the last 60 minutes that the solicitation is open. Sufficient
time should be left prior to closing to ensure that the email was received, and to resubmit
before closing if a problem occurs.
7. Do not assume that the email has been received. If a confirmation email is not received
shortly after sending the email, contact the named Contact on the solicitation to confirm
whether or not their submission was received. In addition, send the emailed submission
with a delivery receipt request. If unsure how to send an email with a delivery receipt
request, contact the vendor's own system support personnel or search online for
instructions specific to the vendor's email system (e.g., Outlook, Gmail, etc.)
8. If the confirmation email is not received, do not resubmit without first contacting the named
Contact. Resending a submission should only occur once confirmation is received that the
original email was not received, and enough time is left for receipt of the submission prior to
the closing date and time.
9. Do not ignore any message from EWVCTC regarding rejection of an emailed submission. If
such a message is received prior to closing, contact the named Contact on the opportunity
immediately.
10. If time permits prior to closing, possible remedies for a rejected or missing emailed
submission include:
i. If the collective size of the emailed attachments exceeds 25 MB, resubmit it over
multiple emails, clearly identify how many emails constitute the full submission and
how to collate the files.
ii. If the emailed submission included zipped or executable files, unzip or remove the
executable the files and resubmit over one or more emails (see previous bullet if the
files collectively exceed 30 MB).
iii. Resend the submission from a different email account.
iv. If permitted in the opportunity, use an alternative method to deliver the submission
(e.g., mailed or hand delivered).
Note: None of these remedies are applicable after the closing date and time.
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