Page 82 - CONTRACT POLICY MANUAL

SECTION 4.4

TWO-STEP SEALED BIDDING

§4.4-101 Definition

(1) Two-step sealed bidding is a method of soliciting bids which permits preliminary
evaluation based on a proposal’s technical merit and the qualifications of the
bidder/proposer and a final evaluation based on price.
(2) Two-step sealed bidding may be used when it is determined that:

a) Available specifications or purchase descriptions are not sufficiently complete to
permit full competition without technical evaluations and discussions to ensure
mutual understanding between each bidder and the County of Orange;
b) Definite criteria exist for evaluation of technical offers;

c) More than one technically qualified source is expected to be available; and
d) A fixed price contract will be used.

§4.4-102 Two-Step Bidding Process

(1) Phase One
a) Two-step sealed bidding shall be initiated by the issuance of an invitation to submit
technical offers. A technical offer is a document that lists and defines all of the
technical requirements of the project and explains the approach and plan to address
the County’s needs. The invitation to submit offers shall be issued in a manner
which provides adequate public notice allowing bidders sufficient time to prepare
and submit responses. The invitation to submit technical offers shall contain the
following information:
i. Notice that the procurement shall be conducted in two phases;

ii. A description of the material or service desired using the best
information available to the County;
iii. A statement that unpriced technical offers only shall be considered in
Phase One;
iv. The requirements for the technical offers, such as drawings and
descriptive literature;
v. The criteria for evaluating technical offers;

vi. The closing date and time for receipt of technical offers and the
location where offers should be delivered or mailed;
vii. A statement that discussions may be held; and,

viii. A statement that only bids based on technical offers determined to be
acceptable in Phase One shall be considered for award.

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