Page 72 - CONTRACT POLICY MANUAL

§4.2-104 Vendor Advisory

(1) All IFBs will include as part of their language the following vendor advisory: “The County
of Orange does not require and neither encourages nor discourages the use of lobbyists or
other consultants for the purpose of securing business.”

§4.2-105 Pre-Bid Conference

(1) When it is in the County’s best interest, a pre-bid conference may be held. The purpose of
the conference will be to further define or illustrate the County’s needs and/or to answer
any questions which may exist on the part of the bidders. The conference shall be hosted
by the County Procurement Officer or by the appropriate Deputy Purchasing Agent. Any
changes, deletions, additions or clarification to the bid solicitation shall be issued as an
addendum and sent to all prospective proposers. Pre-bid conferences shall not be
mandatory for potential bidders unless it is clearly in the County’s best interest.

§4.2-106 Acceptance of Bids

(1) Except as noted below, bids must be:
a) Received no later than the time specified in the IFB. Late bids shall not be
considered and shall be returned to the bidder unopened unless authorized for
acceptance and approval by the County Procurement Officer or Deputy Purchasing
Agent with written justification;
b) Unconditionally accepted without alteration or correction;
c) All bids must be received by someone other than the person who conducted the
bid solicitation and must be time and date stamped upon receipt;
d) All bids must be kept in a secure, locked location for access by personnel so
authorized by the department head; and,
e) Bids become public information immediately after the closing date and time.
When only one (1) bid is received in response to a solicitation, if that bid is
received within 24 hours of the time specified in the IFB and if it is in the County’s
best interest, the County Procurement Officer or Deputy Purchasing Agent may
accept that bid.

§4.2-107 Waivable Informalities

(1) When considered in the best interest of the County, certain bid requirements may be waived
by the County Procurement Officer or Deputy Purchasing Agent. Such waivers will be
only for minor requirements which will not provide a material advantage for one bidder
over another. Examples of waivable informalities are:

a) Failure of a bidder to submit information due to oversight (i.e. descriptive
literature) consistent with Section 4.2-108;

b) Failure of a bidder to sign or date bid documents; or,
c) Failure of a bidder to submit the requested number of bid copies.

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