Procurement Management

Invitation to Bid Process

Here is a brief description of the typical Invitation to Bid Process. For more detailed information, please contact our Vendor Assistance Unit.

• Bid Preparation
  User department initiates a request, then:
  • researches the market
  • develops specifications
  • submits electronic requisition to Department of Procurement Management
     
• After receiving electronic requisition, Procurement Management
  • reviews specifications for accuracy and completeness
  • drafts bid for publication
  • sets bid opening date/time
  • mails bid solicitations

  Once the Bid Solicitation is issued, the Cone of Silence goes into effect. The Cone of Silence begins when the bid is advertised and ends when the County Manager or designee issues a written recommendation for award. Potential bidders can not discuss any aspect of a bid that "is on the streets" with County personnel during the Cone of Silence. All communication must be in writing.
   

• Bid Opening (Cone of Silence still in effect)
  • Bid proposals opened and tallied
  • Important bid requirements:
    Bid proposal must be typed or printed in ink.
    Firm's authorized agent must sign bid proposal.
    Completion of Disclosure Affidavits
     
• Bid Proposals Evaluated
  (Cone of silence still in effect). Bid must be responsive and responsible.
  • Responsive - A bidder who complies with all specifications and terms set forth in the Invitation to Bid (ITB).
  • Responsible - A bidder whose reputation, past performance, business and financial capabilities indicates the bidder is capable of satisfying the terms and conditions of the ITB.
     
• Award
  Cone of Silence lifted once written recommendation has been made. What Happens After Award?
  • Notification
  • Contracts valued at $250K or more - Recommendation for award received by mail.
  • Contracts valued at less than $250K - Bid award posted on the first floor of Government Center outside Elections Satellite Office.