What Is a "Responsive Bid"? What Is a Responsible Bidder?

Albany County continually seeks responsive bids and responsible bidders. A bid which meets all the specifications, conditions, and terms of the invitation for bid is a responsive bid. A bidder who has the ability to successfully complete a contract is a responsible bidder.The following instructions will help responsible bidders submit responsive bids.

Do:

Read the legal ads in the Albany Times-Union and The Evangelist.

Register with the Capital Region Purchasing Group (CRPG) web site. There is no charge to view and download formal bid documents. For additional information about CRPG registration options, including notification features, please click here.

Download the bid or RFP from CRPG [click here],  pick up and sign for a copy of the bid package or fax a written request for the bid package as soon as possible after learning of a bid request. This will give you ample time to work on the bid and to contact your suppliers if necessary. There’s generally a minimum of two week time period for from the date a bid is advertised and a bid opening occurs.

Read the entire bid package.

"Type of specification" - Examples: "brand name or equivalent", "performance requirement", etc. The bid will list the brands proposed as an "equivalent" or require pre-approval and how to secure that approval. It may include a "non-acceptable" product listing.

Details relating to "responsiveness of bids", and the manner in which a "responsible bidder" may be determined. Furnish proof of insurance, bid bond, performance bond, labor and material bond, bid security, etc., as required.

The award of the contract shall be made to the lowest responsible and responsive bidder whose bid meets the criteria set forth in the Invitation for Bids. This may include the following:

• "lowest price on an item by item basis"
• "lowest group total price"
• "lowest grand total price"
• "or whichever is in the best interest of Albany County"

Follow all directions, terms, and conditions.

Meet, or exceed, the detailed minimum specifications of the item(s) or service(s) being bid.

Furnish all information deemed necessary for the bid.

Read all of the conditions. When you bid, be prepared to honor the conditions in a legal contract.

Attend pre-bid or pre-proposal conferences when necessary (optional but highly recommended).

Use only the forms furnished. Fill in the proper spaces by using a typewriter, printing or writing legibly using black ribbon or ink. The Purchasing Agent will reject illegible or vague bids.

Double check all unit prices, price extensions, and totals making sure they are correct. Failure to make this important verification will make your bid questionable. We cannot guess what you want the unit price, price extension and totals to read. The bid will be accepted as written.

Make sure an officer of the firm signs, in black ink, the bid and the non-collusion certification. Printed or typewritten signatures are not acceptable.

Make sure an officer of the firm signs the acknowledgment form and have it notarized properly.

If you have any questions concerning the bid specifications or any part of the bid package you must submit your questions in writing to the Purchasing Agent. Questions will be answered in the form of a formal addendum which will become part of the bid package.

Keep a photocopy of the original bid for your records.

Bid submissions shall be in a sealed envelope. Sealed envelopes shall be clearly marked with:

1. The bid title
2. The bid number
3. Bid opening date
4. Company Name

Make sure your bid will arrive before the bid opening deadline. All late bids will be returned unopened with the date and time clearly marked on the envelope.

If possible, plan on attending the formal bid opening at the location specified in the legal ad. Attendance at the formal bid opening is optional but being at the opening will for the most part allow you to learn about your competitors bid.

Don't:

Do not cross out or change anything on the printed forms furnished. No alteration or addition is to be made to the typewritten or printed matter of the bid documents. Any such change will be ignored or may be grounds for rejection of the bid.

Do not fail to meet bid specifications. If you are "awarded the bid", and furnish products of inferior quality, "fail to perform", or do not fulfill the contract - Albany County may cancel your contract, and award the contract to the next lowest bidder. In addition, you may be asked to make restitution to the County.

Do not change the conditions written in the bid. If the bid is for one year, you must bid for one year. Changing the terms will result in an automatic rejection.

Printer-friendly page