Gallops Senior Center and Pop Austin Recreation Center Roofing Project

COLUMBUS CONSOLIDATED GOVERNMENT
Georgia's First Consolidated Government
FINANCE DEPARTMENT
PURCHASING DIVISION 1111 1st AVENUE - 1st FLOOR, COLUMBUS, GEORGIA 31901
P. O. BOX 1340, COLUMBUS, GEORGIA 31902-1340
706-225-4087 | www.columbusga.gov
March 30, 2026
Qualified vendors are invited to submit sealed bids, subject to conditions and instructions
REQUEST FOR as specified, for the furnishing of:
BIDS:
GALLOPS SENIOR CENTER AND POP AUSTIN
RFB No. 26-0033
RECREATION CENTER ROOFING PROJECT
Provide all labor, equipment, and materials to complete the specified work at Gallops Senior
Center and Pop Austin Recreation Center, in full compliance with the project manual.
GENERAL SCOPE
This RFB will be awarded in total to the lowest responsive, responsible bidder.
Therefore, vendors must bid on both roof projects in order to be considered for
award.
A Mandatory Site Visit is scheduled for 10:30 AM (Eastern) on Thursday, April 9, 2026.
Contractors shall convene and sign in at the Pop Austin Recreation Center, which is located
at 1331 Alexander Street, Columbus, GA 31904.
MANDATORY
A Second Mandatory Site Visit is scheduled for 1:00 PM (Eastern) on Thursday, April
SITE VISIT
9, 2026. Contractors shall convene and sign in at the Gallops Senior Center, which is
located at 1212 15th Street, Columbus, GA 31901.
Refer to page 9 for additional information.
APRIL 29, 2026 - 2:30 PM (Eastern)
Responses must be submitted via DemandStar on or before the due date. A virtual
opening will be held during the 3:00 PM hour of the due date. Responding vendors are
not required but are invited to attend the opening.
DUE DATE
If you wish to attend the virtual opening, use one of the Microsoft Teams meeting options:
Click here to join the meeting or call in (audio only) +1 478-239-
0725,,855808406# United States, Macon Phone Conference ID: 855 808 406# Find a local
number | Reset PIN. Note: Columbus Consolidated Government is not responsible for
technical issues that may arise during the virtual opening.
SUBMISSION See Appendix A for Submission Requirements, Submission Requirements Checklist,
REQUIREMENTS DemandStar Registration and Submission Instructions.
IMPORTANT INFORMATION
Any and all addenda will be posted on the Purchasing Division's web page, at
ADDENDA
https://www.columbusga.gov/finance/purchasing/docs/opportunities/Bid_Opportunities
.htm. It is the vendors' responsibility to periodically visit the web page for
addenda before the due date and prior to submitting a quote.
"NO BID" RESPONSE If you are not interested in this solicitation, refer to page 3.
Andrea J. McCorvey
Purchasing Manager
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IMPORTANT INFORMATION
E-Notification
Columbus Consolidated Government uses the Georgia Procurement
Registry e-notification system. You must register with the Team
Georgia Marketplace to receive future procurement notifications at
https://doas.ga.gov/state-purchasing/getting-started-
supplier.
If you have any questions or encounter any problems while
registering, please contact the Team Georgia Marketplace
Procurement Helpdesk:
Telephone: 404-657-6000
Fax: 404-657-8444
Email: procurementhelp@doas.ga.gov
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STATEMENT OF "NO BID"
Complete and return this form immediately if you do not intend to Bid:
Email: BidOpportunities@ColumbusGA.org
Attn: Heather Biddle, Buyer
Mail: Columbus Consolidated Government
Purchasing Division
P O Box 1340
Columbus, GA 31902-1340
We, the undersigned decline to bid on your RFB No. 26-0033 for GALLOPS SENIOR CENTER AND
POP AUSTIN RECREATION CENTER ROOFING PROJECT for the following reason(s):
Specifications too "tight", i.e., geared toward one brand or manufacturer only (explain below)
There is insufficient time to respond to the Request for Bids.
We do not offer this product or service.
We are unable to meet specifications.
We are unable to meet bond requirements.
Specifications are unclear (explain below).
We are unable to meet insurance requirements.
Other (specify below)
Comments:
COMPANY NAME:
AGENT:
DATE:
EMAIL:
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GENERAL PROVISIONS
The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted and
amended by Council shall apply to all invitations for bids and award of all contracts and is specifically incorporated herein
by this reference. A copy of the ordinance is on file in the Purchasing Division.
1. TERM "CITY". The term "City" as used throughout these documents will mean Consolidated Government of Columbus, Georgia.
2. PREPARATION OF FORM. Bid proposals shall be submitted on the forms provided by the City. All figures must be written in
ink or typewritten. Figures written in pencil or erasures are not acceptable. However, mistakes may be crossed out, corrections
inserted adjacent thereto, initialed in ink by the person signing the proposal. If there are discrepancies between unit prices quoted
and extensions, the unit price will prevail. Failure to properly sign forms, in ink, will render bid incomplete.
3. EXECUTION OF THE BID PROPOSAL. Execution of the bid proposal will indicate the bidder is familiar and in compliance with
all local laws, regulations, ordinances, site inspections, licenses, dray tags, etc.
4. BID DUE DATE. The bid submission must arrive in the Purchasing Division on or before the stated due date and time. Upon
receipt, bids will be time and date stamped. Bids will remain sealed and secured until the stated due date and time for the bid opening.
5. BID OPENING. Bids shall be opened publicly in the presence of one or more witnesses at the time and place stated in the public
notice. The amount of each bid, the bidder's name and such other relevant information as the Purchasing Manager deems appropriate
shall be recorded and retained in accordance with Georgia law. The record and each bid shall be open to the public in accordance
with Article 3. 301A of the Procurement Ordinance (Public Access to Procurement Information).
6. LATE BIDS. It is the responsibility of the bidder to ensure bids are submitted by the specified due date and time. Bids
received after the stated date and time will be returned, unopened, to the bidder. The official clock to determine the date and time
will be the time/date stamp located in the Finance Department. All bids received will be time and date stamped by the official clock.
The City will not be held responsible for the late delivery of bids due to the U.S. Mail Service, or any other courier service.
7. RECEIPT OF ONE SEALED BID. In the event only one sealed bid is received, no formal bid opening shall take place. First, the
Purchasing Division shall conduct a survey of vendors to inquire of "no bid" responses and non-responsive vendors. If, from the
survey, it is determined by the Purchasing Division that specifications need revision, the one bid received will be returned, unopened,
to the responding vendor, with a letter of explanation and a new bid solicitation prepared. If it is determined that other vendors need
to be contacted, the bid due date will be extended, and the one bid received will remain sealed until the new bid opening date. The
vendor submitting the single bid will receive a letter of explanation.
If it is determined the one bid received is from the only responsive, responsible bidder, then the bid shall be opened by the
Purchasing Division Manager or designee, in the presence of at least one other witness. The single bid will be evaluated by
the using agency for award recommendation.
8. RECEIPT OF TIE BIDS. In the event multiple responsive, responsible bidders are tied for the lowest price and all other terms
and requirements are met by all tied bidders, the award recommendation shall be resolved in the order of the preferences listed below:
1. Award to the local bidder whose principal place of business is located in Columbus, Georgia.
2. Award to bidder previously awarded based on favorable prior experience.
3. Award to bidder whose principal place of business is located in the State of Georgia.
4. If feasible, divide the award equally among the bidders.
5. If it is not feasible to award equally and only two bidders are tied, perform a coin toss in the presence of the two bidders,
either in person or virtually.
6. If the above preferences are insufficient to resolve the tie, all bid responses will be rejected and the bid will be re-advertised.
9. RECEIPT OF MULTIPLE BIDS. Unless otherwise stated in the bid specifications, the City will accept one and only one
bid per vendor. Any unsolicited multiple bid(s) will not be considered. If prior to the bid opening, more than one bid is received from
the same vendor, the following will occur: (1) the bidder will be contacted and required to submit written acknowledgment of the bid
to be considered; (2) the additional bid(s) will be returned to the bidder unopened. If at the bid opening more than one bid is enclosed
in a single bid package, the City will consider the vendor non-responsive and bids will be returned to the bidder.
10. CONDITIONS AND PACKAGING. Unless otherwise defined in the bid specifications, it is understood and agreed that any item
offered or furnished shall be new, in current production and in first class condition, that all containers shall be new and suitable for
storage or shipment, and that prices include standard commercial packaging.
11. FREIGHT/SHIPPING/HANDLING CHARGES. All freight, shipping, and handling charges shall be included in the bid price. The
City will pay no additional charges.
12. CORRECTION OR WITHDRAWAL OF BIDS; CANCELLATION OF AWARDS
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Correction or withdrawal of inadvertently erroneous bids before bid opening, or cancellation of awards or contracts based on such
bid mistakes, may be permitted where appropriate. Mistakes discovered before bid opening may be modified or withdrawn by
written notice received in the Purchasing Division.
After bid opening, corrections in bids shall be permitted only to the extent that the bidder can show by clear and convincing
evidence that a mistake of a nonjudgmental character was made, the nature of the mistake and the bid price actually intended. After
bid opening, no changes in bid prices or other provisions of bids prejudicial to the interest of the City or fair competition shall be
permitted. In lieu of bid correction, a low bidder alleging a material mistake of fact may be permitted to withdraw its bid if the mistake
is clearly evident on the face of the bid document but the intended correct bid is not similarly evident, or if the bidder submits
evidence which clearly and convincingly demonstrate that a mistake was made.
All decisions to permit correction or withdrawal of bids or to cancel awards of contracts based on bid mistakes will be supported by
the Purchasing Manager's written determination.
13. ADDENDA AND INTERPRETATIONS. If it becomes necessary to revise any part of this bid, a written addendum will be provided
to all bidders. The City is not bound by any oral representations, clarifications, or changes made to the written specifications by City
employees, unless such clarification or change is provided to the bidders in written addendum form from the Purchasing Officer.
Bidders will be required to acknowledge receipt of the addenda (if applicable) in their sealed bid proposal. The vendor may provide
an initialed copy of each addendum or initial the appropriate area on the bid form (pricing page). Failure to acknowledge receipt of
the addenda (when applicable) will render bid incomplete. It is the bidder's responsibility to ensure that they have received all
addenda.
14. BID RECEIPT AND EVALUATION. Bids shall be unconditionally received without alteration or correction except as authorized
in the City's Procurement Ordinance. Bids shall be evaluated based on requirements set forth in the Invitation for Bid, which may
include criteria to determine acceptability such as inspection, testing, quality, workmanship, delivery, and suitability for a particular
purpose. Those criteria that will affect the bid price and be considered in evaluation for award shall be objectively measurable, such
as discounts, transportation cost, and total or life-cycle costs. The specifications presented in the Invitation for Bids shall represent
the evaluation criteria. No other criteria may be used to evaluate bids.
15. TIME FOR CONSIDERATION. Bids must remain in effect for at least ninety (90) days after date of receipt to allow for evaluation.
16. BID SECURITY
(1) Requirement for Bid Security. Bid security shall be required for all competitive sealed bids for construction contracts when the
price is estimated by the Purchasing Manager to exceed $50,000. Bid security shall be a bond provided by a surety company
authorized to do business in the State, or other form satisfactory to the City. Such bonds may also be required on construction
contracts under $50,000 or other procurement contracts when circumstances warrant.
(2) Amount of Bid Security. Bid security shall be in an amount equal to at least five percent (5%) of the bid amount.
(3) Rejection of Bids for Noncompliance with Bid Security Requirements. When the invitation for Bids requires security,
noncompliance with such requirement shall force rejection of a bid.
(4) Withdrawal of Bids. If a bidder is permitted to withdraw its bid before award as provided in Section 3-108 Subsection (G)
(Competitive Sealed Bidding - Correction or Withdrawal of Bids: Cancellation of Awards), no action shall be had against the bidder
or the bid security.
17. CONTRACT PERFORMANCE AND PAYMENT BONDS
(1) When Required: Amounts. When a construction contract is awarded in excess of $50,000, the following bonds or security shall
be delivered to the City, and shall be binding on the parties upon the execution of the contract:
a. a performance bond satisfactory to the City executed by a surely company authorized to do business in the State, or otherwise
secured in a manner satisfactory to the City, amounting to one hundred percent (100%) of the price specified in the contract; and
b. a payment bond satisfactory to the City executed by a surety company authorized to do business in the State or otherwise
secured in a manner satisfactory to the City, to protect all persons supplying labor and material to the contractor or its
subcontractors for the performance of the work provided for in the contract, amounting to one hundred percent (100%) of the price
specified in the contract.
At the discretion of the Purchasing Manager, this same condition may be placed on awards of any amount.
(2) Authority to Require Additional Bonds. Nothing in this Section shall be construed to limit the authority of the City to require a
performance bond or other security in addition to the bonds, in circumstances other than the circumstances described in Subsection
(1) above.
18. SUBCONTRACTING. Should bidder intend to subcontract all or any part of the work specified, name(s) and address(es) of sub-
contractor(s) must be provided in bid proposal (use additional sheet if necessary). The bidder shall be responsible for subcontractor(s)
full compliance with the requirements of the bid specifications. THE COLUMBUS CONSOLIDATED GOVERNMENT WILL NOT BE
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RESPONSIBLE FOR PAYMENTS TO SUBCONTRACTORS.
19. DISQUALIFICATION OF BIDDERS AND REJECTION OF BIDS. Bidders may be disqualified and rejection of bid proposals may
be recommended by the City for any (but not limited) to the following reasons:
(A) Receipt after the time limit for receiving bid proposals as stated in the bid invitation.
(B) Any irregularities contrary to the General Provisions or bid specifications.
(C) Unbalanced unit price or extensions.
(D) Unbalanced value of items.
(E) Failure to use the proper forms furnished by the Consolidated Government.
(F) Failure to complete the proposal properly
(G) Omission of warranty, product literature, samples, acknowledgment of addenda or other items required to be included with
bid proposal.
(H) Failure to properly sign forms in ink.
The City reserves the right to waive any minor informality or irregularity. The City reserves the right to reject any and all
bids.
20. BRAND NAMES "OR EQUAL". Whenever in this invitation any particular material, process and/or equipment are indicated or
specified by patent, proprietary or brand name of manufacturer, such wording will be deemed to be used for the purpose of facilitating
description of the material, process and/or equipment desired by the City. It is not meant to eliminate bidders or restrict competition
in any bid process. Any manufacturers' names, drawings, trade names, brand names, specifications and/or catalog numbers used
herein are for the purpose of description and establishing general quality levels. Bidders may propose equivalent equipment, services
or manufacturer. Any proposal that is equivalent to or surpasses stated specifications will be considered. Determination of
equivalency shall rest solely with the City. Please Note: Due to existing equipment, specific manufacturers may be required to
facilitate compatibility.
21. ASSIGNMENT OF CONTRACTUAL RIGHTS. It is agreed that the successful bidder will not assign, transfer, convey or otherwise
dispose of the contract or its right, title or interest in or to the same, or any part thereof, without previous consent of the City and any
sureties.
22. DISCOUNTS. Terms of payments offered will be reflected in the space provided on the bid proposal form. Cash discounts will
be considered net in the bid evaluation process. All terms of payment (cash discounts) will be taken and computed from the date of
delivery of acceptable material or services, or the date of receipt of the invoice, whichever is later.
23. TAXES. The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code Sec. 48-8-3. Federal
ID No. 58-1097948.
24. FEDERAL, STATE AND LOCAL LAWS. All bidders will comply with all Federal, State, and Local laws and ordinances, relative
to conducting business in Columbus, Georgia.
25. BID INCLUSIONS. When bid inclusions are required, such as warranty information, product literature/specifications, references,
etc. The inclusions should reference all aspects of the specific equipment or service proposed by the bidder. Do not include general
descriptive catalogs. References to literature or other required inclusions submitted previously does not satisfy this provision. Bids
found to be in non-compliance with these requirements will be subject to rejection.
26. NON-COLLUSION. By signing and submitting this bid, bidder declares that its agents, officers or employees have not directly or
indirectly entered into any agreements, participated in any collusion or otherwise taken any action in restraint of free competitive
bidding in connection with this bid. In the event, said bidder is found guilty of collusion, the company and agents will be removed from
the City's bid list for one full year and any current orders will be canceled.
27. INDEMNITY. The successful bidder agrees, by entering into this contract, to defend, indemnify and hold City harmless from any
and all causes of action or claims of damages arising out or under this contract.
28. DISADVANTAGED BUSINESS ENTERPRISE. Disadvantaged Business Enterprises (minority or women owned businesses)
will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds
of race, color, creed, sex, sexual orientation, gender identity or national origin in consideration for an award. It is the policy of the City
that disadvantaged business enterprises and minority business enterprises have an opportunity to participate at all levels of
contracting in the performance of City contracts to the extent practical and consistent with the efficient performance of the contract.
29. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE. The Consolidated Government of Columbus, Georgia
("the City") is committed to using Disadvantaged Business Enterprises (DBEs) (small, women-owned and minority business
enterprises) to the greatest extent practical in all solicitations and day-to-day procurement needs of the City and to taking specific
affirmative actions to meet these commitments.
The City has an Affirmative Action Program in connection with Equal Employment Opportunities. The successful bidder will comply
with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the
treatment of all employees, and will not discriminate between or among them by reason of race, color, age, religion, sex, sexual
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orientation, gender identity, national origin or physical handicap.
30. AWARDS TO LOCAL BUSINESSES. Except for construction contracts, Federally funded projects, Request for Proposals and
Request for Qualifications, awards will be made to responsive and responsible local businesses proposing a cost not more than two
percent (2%) above the low bid or quote for contracts involving an expenditure less than or equal to $50,000.00; and made to
responsive and responsible local businesses proposing a cost not more than one percent (1%) above the low bid or quote for contracts
involving an expenditure greater than $50,000.00.
31. RIGHT TO PROTEST.
(1) Right of Protest. Any actual or prospective bidder offeror, or contractor who is aggrieved in connection with a solicitation or
award of a contract may protest to the Purchasing Manager initially. All protests shall be filed in the manner prescribed herein.
Protests that do not comply with the following rules shall be deemed invalid and of no effect.
(2) The protest must be in writing, executed by a company officer that is authorized to execute agreements on behalf of the bidder
or offeror or provided by an authorized legal representative of the protestor.
(3) A protest with respect to an invitation for Bids or Request for Proposals shall be submitted in writing no less than five (5)
business days prior to the opening of bids or the closing date of proposals or qualification statements.
(4) Stay of Procurement During Protests. If there is a timely protest submitted as described above, the Purchasing Manager shall
not proceed further with the solicitation or award of the contract until all administrative remedies have been exhausted or until
the City Council, Mayor, or City Manager makes a determination on the record that the award of the contract without delay is
necessary to protect substantial interests of the City.
32. FAILURE TO BID. Vendors choosing not to submit a bid are requested to return a Statement of "No Bid".
33. PRODUCT/EQUIPMENT DEMONSTRATION - SITE VISIT. During the evaluation of bids, the City reserves the right to request
a demonstration or site visit of the product, equipment or service offered by a bidder. The demonstration or site visit shall be at the
expense of the bidder. Bidders who fail to provide demonstration or site visit, as requested, will be considered non-responsive.
34. CANCELLATION PROVISIONS. An Invitation for Bid, Request for Proposal, or other solicitation may be canceled, or any or all
bids, proposals or responses rejected in whole or in part, at the discretion of the City for any reason whatsoever. The reasons for the
cancellation shall be sent to all businesses solicited or that responded. The notice shall identify the solicitation, give the reasons for
the cancellation, and when appropriate state that an opportunity will be given to compete on any re-solicitation or similar procurement
in the future. Reasons for rejection will be provided to unsuccessful bidders or offerors.
When such action is in the best financial interest of the City, contracts for supplies to be purchased or services to be rendered under
an annual (term) contract basis may be canceled and re-advertised at the discretion of the Purchasing Officer and in accordance with
contract terms.
After the receipt of a product or piece of equipment, it is found that said item does not perform as specified and required, payment for
said product or equipment will be withheld. The successful vendor will be notified of the non-performance in writing. After notification,
the successful vendor will have ten (10) calendar days, from the date of notification, to deliver product or equipment which performs
satisfactorily. If a satisfactory product is not delivered within 10 calendar days, from the notification date, the City will cancel the
contract (purchase order) and award to the next low, responsive, responsible bidder. The vendor will be responsible for the pick-up
or shipment of the unsatisfactory equipment or product.
35. QUESTIONS: Questions concerning specifications must be submitted, in writing, at least 5 (five) working days (Monday-Friday)
prior to receipt date. Questions received less than five working days prior to receipt date will not be considered.
36. SAMPLES: When samples are required to be included with the proposal response, the bidder will be responsible for the following:
1) Unless otherwise specified, bidders are required to submit exact samples of item(s) bid. Do not submit sample of "like"
item(s).
2) Affix an identification label to each individual sample to include bidder's name, bid name and number.
3) Make arrangements for the return of sample after the bid award. All shipping costs will be the responsibility of the bidder. If
bidder does not make arrangements for return of sample, within 60 days after award, the sample will be discarded.
37. GOVERNING LAW: The parties agree that this Agreement shall be governed by the laws of Georgia, both as to interpretations
and performance.
38. PAYMENT DEDUCTIONS: The City reserves the right to deduct, from payments to awarded vendor(s), any amount owed to
the City for various fees, to include, but not limited to: False Alarm fees, Ambulance fees, Occupation License Fees, Landfill fees,
etc.
39. PAYMENT TERMS: The City's standard payment term is usually net 30 days, after successful receipt of goods or services.
Payment may take longer if invoice is not properly documented or not easily identifiable, goods/services are not acceptable, or
invoice is in dispute.
40. FINAL CONTRACT DOCUMENTS: If a formal contract is required as a result of the Request for Bid; the final contract shall
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include the following: 1) The RFB; 2) Addenda; 3) Awarded Vendors(s) Bid response; 4) Awarded Vendor(s) Clarifications; and 5)
Awarded Vendor(s) Business Requirements.
NOTICE TO VENDORS
Sec. 2-3.05. - Submitting bids to Consolidated Government, etc.-By mayor or councilmembers.
Neither the mayor nor any member of the Columbus Council shall submit any bid to the consolidated government, nor shall the
mayor or any member of the Columbus Council own or have a substantial pecuniary interest in any business that submits a bid
to the consolidated government. (Ord. No. 92-60, 6-23-92)
Sec. 2-3.06. - Same-By members of boards, authorities, commissions.
No member of any board or authority or commission or other independent or subordinate entity of the consolidated government
shall submit any bid to the consolidated government or have a substantial pecuniary interest in any business that submits a bid
to the consolidated government if such bid pertains to the board or authority or commission on which such person holds such
membership. (Ord. No. 92-61, 6-23-92)
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MANDATORY SITE VIST
ATTENDANCE CONFIRMATION FORM
Date:
To: Heather Biddle, Buyer
Email: BidOpportunities@ColumbusGA.org
Re: Gallops Senior Center and Pop Austin Recreation Center Roofing Project - RFB No. 26-
0033
A Mandatory Site Visit is scheduled for 10:30 AM (Eastern) on Thursday, April 9, 2026.
Contractors shall convene and sign in at the Pop Austin Recreation Center, located at 1331
Alexander Street, Columbus, GA 31904.
A second Mandatory Site Visit is scheduled for 1:00 PM (Eastern) on Thursday April 9, 2026.
Contractors shall convene and sign in at the Gallops Senior Center, located at 1212 15th Street,
Columbus, GA
The purpose of the site visits is to allow contractors to view and measure the work areas. The City
will not be bound by any oral representations, clarifications or changes made at the site visit. If you
have questions or requests for clarification resulting from the site visit, submit said inquires in the
manner prescribed on pages 10 and 11 of these specifications.
Contractors shall sign an attendance sheet at both Mandatory Site Visits. Only contractors who
sign the attendance sheets will receive future addenda and will be allowed to submit a bid for
this project. The Purchasing Division will deem non-responsive any and all bids received from
contractors who were not represented at the site visits.
Complete and return this form to confirm attendance:
Company Name # of Attendees
Contact Person Email Address
Mailing Address City State Zip
Telephone Number Fax Number
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DO YOU HAVE QUESTIONS, CONCERNS OR NEED
CLARIFICATION ABOUT THIS SOLICITATION?
COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY
ADVERTISED MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED TO
THE PURCHASING DIVISION.
ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION SHALL BE
SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR TELEPHONICALLY
ADDRESS ANY QUESTION OR CLARIFICATION REGARDING BID/PROPOSAL
SPECIFICATIONS. IF A VENDOR VISITS OR CALLS THE PURCHASING DIVISION WITH
SUCH QUESTIONS, HE OR SHE WILL BE INSTRUCTED TO SUBMIT THE QUESTIONS
IN WRITING.
ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE THROUGH THE
PURCHASING DIVISION.
BIDDERS SHALL NOT CONTACT CITY EMPLOYEES, DEPARTMENT HEADS, USING
AGENCIES, EVALUATION COMMITTEE MEMBERS OR ELECTED OFFICIALS WITH
QUESTIONS OR ANY OTHER CONCERNS ABOUT THE SOLICITATION. QUESTIONS,
CLARIFICATIONS, OR CONCERNS SHALL BE SUBMITTED TO THE PURCHASING
DIVISION IN WRITING. IF IT IS NECESSARY THAT A TECHNICAL QUESTION NEEDS
ADDRESSING, THE PURCHASING DIVISION WILL FORWARD SUCH TO THE USING
AGENCY, WHO WILL SUBMIT A WRITTEN RESPONSE.
THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO THE
RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE ANY PART OF
THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO ALL BIDDERS.
THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS, CLARIFICATIONS, OR
CHANGES MADE TO THE WRITTEN SPECIFICATIONS BY CITY EMPLOYEES, UNLESS
SUCH CLARIFICATION OR CHANGE IS PROVIDED TO THE BIDDERS IN A WRITTEN
ADDENDUM FROM THE PURCHASING MANAGER.
BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED "QUESTION/CLARIFICATION
FORM" TO FAX OR EMAIL QUESTION.
ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING AWARD, MUST
ALSO BE SUBMITTED IN WRITING TO THE PURCHASING DIVISION.
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