Standard Bus Procurement Guidelines - APTAStandards.com

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Standard Bus Procurement Guidelines 1.1 REQUEST FOR PROPOSALS 1.1.1 SOLICITATION DATA 1.1.1.1 PROCURING AGENCY AND CONTRACTING OFFICER Request For Proposals (RFP) No: Date: Procuring Agency: Telephone No.: 1.1.1.2 SCOPE Name Address Contracting Officer Fax No.: Procuring Agency requests proposals for the manufacture and delivery of transit buses/spare parts in accordance with the terms and conditions set forth below. The Contract shall be a firm-fixed price Contract. 1.1.1.3 SOLICITATION SCHEDULE The following is the solicitation schedule for Offerors: Pre-proposal Conference Sec. 1.1.2.1 (insert date and time) Offeror Communications and Requests Sec. 1.1.2.2 due at least (fifteen days) before proposal due date Proposal Due Date Sec. 1.1.3.1 (insert date and time) 1.1.2 PRE-PROPOSAL 1.1.2.1 PRE-PROPOSAL CONFERENCE A pre-proposal conference will be held by the Procuring Agency at (address) and at the time specified in “Solicitation Schedule” (Section 1.1.1.3). Prospective Offerors are requested to submit written questions to the Contracting Officer in advance of the pre-proposal conference. Prospective Offerors are reminded that any changes to the RFP will Request for Proposals, Offer & Award 10/18/2007 4
Standard Bus Procurement Guidelines be by written addenda only and nothing stated at the pre-proposal conference shall change or qualify in any way any of the provisions in the RFP and shall not be binding on the Procuring Agency. 1.1.2.2 OFFEROR COMMUNICATIONS AND REQUESTS All correspondence, communication and/or contact in regard to any aspect of this solicitation or offers shall be with the Contracting Officer identified in “Procuring Agency and Contracting Officer” (Section 1.1.1.1) above, or his/her designated representative. Offerors and their representatives shall not make any contact with or communicate with any members of the Procuring Agency, or its employees and consultants, other than the Contracting Officer in regard to any aspect of this solicitation or offers. At any time during this procurement up to the time specified in “Solicitation Schedule” (Section 1.1.1.3), Offerors may request, in writing, a clarification or interpretation of any aspect, or a change to any requirement of the RFP or any addenda to the RFP. Requests may include suggested substitutes for specified items and for any brand names, which whenever used in this solicitation shall mean the brand name or approved equal. Such written requests shall be made to the Contracting Officer and may be transmitted by facsimile. The Offeror making the request shall be responsible for its proper delivery to the Procuring Agency per “Procuring Agency and Contracting Officer” (Section 1.1.1.1)on the form provided in “Request for Pre-Offer Change or Approved Equal” (Section 1.1.6.1). The Procuring Agency will not respond to oral requests except those made at the preproposal conference, which shall be tentative responses. Any oral response at a pre-proposal conference which is not confirmed by an addendum shall not be official or binding on the Procuring Agency. Any request for a change to any requirement of the Contract documents must be fully supported with technical data, test results, or other pertinent information evidencing that the exception will result in a condition equal to or better than that required by the RFP, without substantial increase in cost or time requirements. Any responses to such written requests shall be provided by the Procuring Agency in the form of addenda only. Only written responses provided as addenda shall be official and all other forms of communication with any officer, employee or agent of the Procuring Agency shall not be binding on the Procuring Agency. If it should appear to a prospective Offeror that the performance of the Work under the Contract, or any of the matters relating thereto, is not sufficiently described or explained in the RFP or Contract documents, or that any conflict or discrepancy exists between different parts thereof or with any federal, state, local or Procuring Agency law, ordinance, rule, regulation, or other standard or requirement, then the Offeror shall submit a written request for clarification to the Procuring Agency within the time period specified above. 1.1.2.3 ADDENDA TO RFP The Procuring Agency reserves the right to amend the RFP at any time. Any amendments to or interpretations of the RFP shall be described in written addenda. The Procuring Agency shall provide copies of Addenda to all prospective Offerors officially known to have received the RFP. Prospective Offerors, or their agents, shall be responsible to collect the addendum at the address provided in “Procuring Agency and Contracting Officer” (Section 1.1.1.1 above) or receive same otherwise. Notification of or the addendum will also be mailed or delivered to all such prospective Offerors officially known to have received the RFP and to the address provided by each prospective Offeror . Failure of any prospective Offeror to receive the notification or addendum shall not relieve the Offeror from any obligation under its proposal as submitted or under the RFP, as clarified, interpreted or modified. All addenda issued shall become part of the RFP. Prospective Offerors shall Request for Proposals, Offer & Award 10/18/2007 5
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