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Potential bidders are ultimately responsible for keeping themselves informed of the status of any addenda issued for a solicitation, RFP or request for quote. The DEMA Procurement Office will make every effort to ensure the bidders it knows about will receive any addenda issued in a timely manner. However, the final responsibility remains with the bidders to ensure they are responding to the latest specifications released. Call the responsible buyer to assist you in determining if any addenda have been released to ensure your bid will be considered responsive according to the requirements of State law.

BID/PROPOSAL OPENING AND CONTRACT AWARD PROCESS

A. Invitation for Bids (IFB) -- At bid openings, only the offeror’s name and the bid line item prices/amounts are read aloud and recorded on a bid abstract/tabulation. Under the IFB procurement process, DEMA must award the contract to the lowest responsible and responsive bidder whose bid meets the requirements and evaluation criteria set forth in the IFB. The bid abstract will be made available for public inspection after the bid opening date and a subsequent contract award will be made pending further evaluation by the responsible buyer.

B. Request for Proposals (RFP) – Shortly after the request for proposal is due, only the names of the firms who submit a proposal are read aloud. The contract award will be based on the final proposal scoring and the determination of an evaluation committee as to which proposal is the most advantageous to the State. The proposal scoring process will only take into consideration the evaluation criteria stated or listed in the Request for Proposal. After a bid or proposal opening has been held, the solicitation is considered to be “under evaluation”. Until the contract has been awarded, the solicitation file is not open to the public for review.

INVOICES AND PAYMENTS

In order to ensure prompt payment to you, all invoices must be sent to the “bill to” address on the purchase order with the correct purchase order number referenced on the invoice. Any discrepancies between your invoice and the purchase order may cause your payment to be delayed. If the invoice you submit is complete and provides the information that the contract requires, the invoice will be paid in thirty (30) days or less.

HOW YOU CAN HELP US TO HELP YOU

Always insist on receiving a purchase order number or a formal notice to proceed

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