DOCUMENT

POL - Sealed Solicitation Opening Procedures 2009

  • YEAR CREATED: 2009
  • TYPE OF DOCUMENT: POL - Policies/Procedures
This document outlines the procedures for opening sealed solicitations in the City of Punta Gorda. It begins with instructions for setting up a webinar five minutes before 3 PM, including changing the recordings folder to "J:\Opening Recordings". The opening process is then described. It starts with recording the proceedings and identifying the people in the room by name and company. It is emphasized that the apparent low bidder is not automatically awarded the contract until their submittal package is deemed responsive and approved by the appropriate level of award authority. Pre-qualification efforts will be conducted to verify the bidder's responsiveness to the submittal package requirements. The pre-qualified submittal packages will be distributed to evaluation parties for review and verification of specification compliance. A recommendation for award will be submitted to procurement based on the evaluation parties' findings. It is mentioned that submittal packages are not considered public record for a certain number of days unless a recommendation for award is received before that timeframe. The document then provides instructions for opening online and hard copy submittals. The first bidder's name, location, and amount (if applicable) are read for both online and hard copy submissions. If there is a corresponding hard copy submittal, the clerk is instructed to open it and state that the hard copy documents have been received. The original bid surety is also verified if applicable. After reading all the online and hard copy responses, the opening is closed, and any questions are asked. The opening process is then repeated.
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