Frequently Asked Questions

The Intent to Bid can be faxed or mailed at any time prior to the bid opening. Failure to submit the Intent to Bid does not exclude a vendor from bidding.

Bids totaling less than $50,000 can be submitted by fax. However, anything at or over $50,000 is to be mailed in a sealed envelope to the address listed on the bid.

An exception is a condition where the product design, features, capability, size or some other factor does not meet the specifications listed.

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Protests Prior to Bid Opening: • Must be submitted in writing no later than the “Approved Equal” date indicated on the Call for Bid form. • Contents of protest - name of protester, bid # or description; statement of grounds for protest. • Protests shall be filed at the office of the City Purchasing Agent. • Protests shall be reviewed by a representative of the user department and the purchasing department. • The Purchasing Agent will issue a written response addressing each substantive issue raised in the protest at least seven (7) days prior to the bid opening. Protests After Bid Opening: • Must be submitted in writing no later than seven (7) working days prior to scheduled bid award. • Contents of protest - name of protester, bid # or description; statement of grounds for protest. • Protests shall be filed at the office of the City Purchasing Agent. • Protests shall be reviewed by the Director of the user department, Finance Director, Purchasing Agent, a representative of the City Manager’s Office and a representative of the City Attorney’s Office. • The decision of the protest committee and the documented record sustaining their decision will be submitted to the City Council and the protesting bidder at least three (3) days prior to the scheduled council meeting. The protesting bidder will have an opportunity to discuss his/her concerns at the appropriate time during the City Council meeting. • The decision of the City Council shall be final.