FAQs • City of Madison • CivicEngage

What are some of the common mistakes made during bid/proposal submittal?: It is critical that bidders submit bids that are complete with all specifications and requirements met, or they may not be eligible for consideration. Here are some things a bidder should keep in mind (this list is not meant to be inclusive of all mistakes that could deem a bidder ineligible for consideration or non-responsive):
1. Bidders must submit bid/proposal documents by the due date and time specified. Late bids will not be considered.
2. Every solicitation contains a number of conditions. Some apply to all solicitations, and some are just tailored to a particular solicitation so please read the solicitation conditions fully. Failure to adhere to solicitation conditions may result in the rejection of a bid.
3. Bid/Propose only on items, quantities, and the requirements that are requested, please do not add any qualifications or reservations to the bid/proposal. If you do, the bid/proposal may be rejected for doing so.

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Competitive Purchasing

1. What are some of the common mistakes made during bid/proposal submittal?: It is critical that bidders submit bids that are complete with all specifications and requirements met, or they may not be eligible for consideration. Here are some things a bidder should keep in mind (this list is not meant to be inclusive of all mistakes that could deem a bidder ineligible for consideration or non-responsive):
1. Bidders must submit bid/proposal documents by the due date and time specified. Late bids will not be considered.
2. Every solicitation contains a number of conditions. Some apply to all solicitations, and some are just tailored to a particular solicitation so please read the solicitation conditions fully. Failure to adhere to solicitation conditions may result in the rejection of a bid.
3. Bid/Propose only on items, quantities, and the requirements that are requested, please do not add any qualifications or reservations to the bid/proposal. If you do, the bid/proposal may be rejected for doing so.

2. If a vendor has a question regarding the specifications or requirements of a solicitation, who can they ask for clarification?: All questions pertaining to the specifications of a solicitation should be submitted via the Questions tab on the solicitation’s page on our eBid website.

3. Do parties interested in bidding on a City solicitation really need to attend pre-bid meetings and site visits?: The solicitation documents will state if a pre-bid conference or site visit is mandatory. If we indicate that attendance is mandatory and you do not attend, you will not be allowed to submit a bid for that solicitation. If a pre-bid conference is not mandatory, potential bidders are still encouraged to attend in order to offer a responsive bid. Bidders should take every opportunity to learn more about each project and its requirements.

4. Can a vendor turn in a bid late?: No, it is the vendor’s responsibility to ensure that a bid is physically delivered to the correct location by the due date and time specified in the solicitation document.

5. Can I submit a solicitation bid by facsimile or e-mail?: No, formal advertised sealed bids will not be accepted by the Legal Department via facsimile or email. Bids must be enclosed in a sealed envelope and delivered by USPS, private carrier, or hand-delivery to the Legal Department and time-stamped no later than the specified time in the solicitation on the advertised closing date stated in the solicitation document.

6. What is E-Verify and does it apply to me?: All bids submitted to the City must be accompanied by proof of registration with and participation in the E-Verify program established by the United States Department of Homeland Security. All bidders intending to do business with the City are responsible for independently apprising themselves and complying with the requirements of that law and its effect on City procurements and their participation in those procurements.