Elevator Maintenance & Repairs (Annual Contract) Addendum No. 6

COLUMBUS CONSOLIDATED GOVERNMENT
Georgia's First Consolidated Government
FINANCE DEPARTMENT
PURCHASING DIVISION 1111 FIRST AVENUE, COLUMBUS, GEORGIA 31901
P. O. BOX 1340, COLUMBUS, GEORGIA 31902-1340
706-225-4087 | www.columbusga.org
Date: April 30, 2026
Qualified vendors are invited to submit sealed bids, subject to conditions and instructions
REQUEST FOR
as specified for the furnishing of:
BIDS:
ELEVATOR MAINTENANCE & REPAIRS SERVICES
RFB No: 26-0001
(ANNUAL CONTRACT)
Provide maintenance services for sixty-seven (67) passenger, freight, and inmate elevators
located at various City locations. The services will be performed on a regular and systematic
GENERAL schedule.
SCOPE
The contract term will be for three years, with the option to renew for two additional twelve-
month periods.
A Mandatory Site Visit is scheduled for 10:00 AM (Eastern) on Wednesday,
May 13, 2026. Contractors shall convene and sign in at the Columbus
MANDATORY SITE Consolidated Government Center Ground Floor, Main Lobby located at 100 E
VISIT 1st Ave 1st Floor, Columbus, Georgia 31901.
Refer to page 9 for additional information.
May 29, 2026 - 2:30 PM (EASTERN)
Responses must be submitted via DemandStar on or before the due date. A virtual
opening will be held during the 3:00 PM hour of the due date. Responding vendors
are not required but are invited to attend the opening.
DUE DATE
If you wish to attend the virtual opening, use one of the Microsoft Teams meeting
options: Click here to join the meeting or call in (audio only) +1 478-239-
0725,,855808406# United States, Macon Phone Conference ID: 855 808 406# Find a local
number | Reset PIN. Note: Columbus Consolidated Government is not responsible
for technical issues that may arise during the virtual opening.
BID SUBMISSION See Appendix A for Submission Requirements, Submission Requirements
REQUIREMENTS Checklist, and DemandStar Registration and Submission Instructions.
IMPORTANT INFORMATION
ADDENDA
Any and all addenda will be posted on the Purchasing Division's web page, at
https://www.columbusga.gov/finance-2/bid-opportunities. It is the vendors'
responsibility to periodically visit the web page for addenda before the due date and
prior to submitting a quote.
"NO BID"
Refer to the form on page 3 if you are not interested in this invitation.
RESPONSE
Andrea J. McCorvey
Purchasing Division Manager
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IMPORTANT INFORMATION
e-Notification
The City uses the Georgia Procurement Registry e-notification
system. You must register with the Team Georgia Market
Place/Georgia Procurement Registry to receive future
procurement notifications via https://doas.ga.gov/state-
purchasing/getting-started-supplier.
If you have any questions or encounter any problems while
registering, please contact the Team Georgia Marketplace
Procurement Helpdesk:
Telephone: 404-657-6000
Fax: 404-657-8444
Email: procurementhelp@doas.ga.gov
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STATEMENT OF "NO BID"
Complete and return this form immediately if you do not intend to Bid:
Email: bidopportunities@columbusga.org
Attn: Ryky Decembre, Buyer
Mail: Columbus Consolidated Government
Purchasing Division
P. O. Box 1340
Columbus, GA 31902-1340
We, the undersigned decline to bid on your RFB No. 26-0001 for Elevator Maintenance &
Repairs Services (Annual Contract) for the following reason(s):
___Specifications too "tight", i.e., geared toward one brand or manufacturer only (explain below)
___There is insufficient time to respond to the Invitation for Bids.
___We do not offer this product or service.
___We are unable to meet specifications.
___We are unable to meet bond requirements.
___Specifications are unclear (explain below).
___We are unable to meet insurance requirements.
___Other (specify below)
Remarks:__________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
COMPANY NAME: ________________________________________________
AGENT: ________________________________________________
DATE: ________________________________________________
TELEPHONE NUMBER: ________________________________________________
EMAIL ADDRESS: ________________________________________________
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GENERAL PROVISIONS
THESE GENERAL PROVISIONS SHALL BE DEEMED AS PART OF THE BID SPECIFICATIONS.
The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as
adopted and amended by Council shall apply to all invitations for bids and award of all contracts and is
specifically incorporated herein by this reference. A copy of the ordinance is on file in the Purchasing Division.
1. TERM "CITY". The term "City" as used throughout these documents will mean Consolidated Government of
Columbus, Georgia.
2. PREPARATION OF FORM. Bid proposals shall be submitted on the forms provided by the City. All figures must
be written in ink or typewritten. Figures written in pencil or erasures are not acceptable. However, mistakes may be
crossed out, corrections inserted adjacent thereto, initialed in ink by the person signing the proposal. If there are
discrepancies between unit prices quoted and extensions, the unit price will prevail. Failure to properly sign forms, in
ink, will render bid incomplete.
3. EXECUTION OF THE BID PROPOSAL. Execution of the bid proposal will indicate the bidder is familiar and in
compliance with all local laws, regulations, ordinances, site inspections, licenses, dray tags, etc.
4. BID DUE DATE. The bid submission must arrive in the Purchasing Division on or before the stated due date and
time. Upon receipt, bids will be time and date stamped. Bids will remain sealed and secured until the stated due date
and time for the bid opening.
5. BID OPENING. Bids shall be opened publicly in the presence of one or more witnesses at the time and place
stated in the public notice. The amount of each bid, the bidder's name and such other relevant information as the
Purchasing Manager deems appropriate shall be recorded and retained in accordance with Georgia law. The record
and each bid shall be open to the public in accordance with Article 3. 301A of the Procurement Ordinance (Public
Access to Procurement Information).
6. LATE BIDS. It is the responsibility of the bidder to ensure bids are submitted by the specified due date and time.
Bids received after the stated date and time will be returned, unopened, to the bidder. The official clock to determine
the date and time will be the time/date stamp located in the Finance Department. All bids received will be time and
date stamped by the official clock. The City will not be held responsible for the late delivery of bids due to the U.S.
Mail Service, or any other courier service.
7. RECEIPT OF ONE SEALED BID. In the event only one sealed bid is received, no formal bid opening shall take
place. First, the Purchasing Division shall conduct a survey of vendors to inquire of "no bid" responses and non-
responsive vendors. If, from the survey, it is determined by the Purchasing Division that specifications need revision,
the one bid received will be returned, unopened, to the responding vendor, with a letter of explanation and a new bid
solicitation prepared. If it is determined that other vendors need to be contacted, the bid due date will be extended,
and the one bid received will remain sealed until the new bid opening date. The vendor submitting the single bid will
receive a letter of explanation.
If it is determined the one bid received is from the only responsive, responsible bidder, then the bid shall be
opened by the Purchasing Division Manager or designee, in the presence of at least one other witness. The
single bid will be evaluated by the using agency for award recommendation.
8. RECEIPT OF TIE BIDS. In the event multiple responsive, responsible bidders are tied for the lowest price and all
other terms and requirements are met by all tied bidders, the award recommendation shall be resolved in the order of
the preferences listed below:
1. Award to the local bidder whose principal place of business is located in Columbus, Georgia.
2. Award to bidder previously awarded based on favorable prior experience.
3. Award to bidder whose principal place of business is located in the State of Georgia.
4. If feasible, divide the award equally among the bidders.
5. If it is not feasible to award equally and only two bidders are tied, perform a coin toss in the presence of the
two bidders, either in person or virtually.
6. If the above preferences are insufficient to resolve the tie, all bid responses will be rejected and the bid will be
re-advertised.
9. RECEIPT OF MULTIPLE BIDS. Unless otherwise stated in the bid specifications, the City will accept one
and only one bid per vendor. Any unsolicited multiple bid(s) will not be considered. If prior to the bid opening, more
than one bid is received from the same vendor, the following will occur: (1) the bidder will be contacted and required
to submit written acknowledgment of the bid to be considered; (2) the additional bid(s) will be returned to the bidder
unopened. If at the bid opening more than one bid is enclosed in a single bid package, the City will consider the vendor
non-responsive and bids will be returned to the bidder.
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10. CONDITIONS AND PACKAGING. Unless otherwise defined in the bid specifications, it is understood and agreed
that any item offered or furnished shall be new, in current production and in first class condition, that all containers shall
be new and suitable for storage or shipment, and that prices include standard commercial packaging.
11. FREIGHT/SHIPPING/HANDLING CHARGES. All freight, shipping, and handling charges shall be included in the
bid price. The City will pay no additional charges.
12. CORRECTION OR WITHDRAWAL OF BIDS; CANCELLATION OF AWARDS
Correction or withdrawal of inadvertently erroneous bids before bid opening, or cancellation of awards or contracts
based on such bid mistakes, may be permitted where appropriate. Mistakes discovered before bid opening may be
modified or withdrawn by written notice received in the Purchasing Division.
After bid opening, corrections in bids shall be permitted only to the extent that the bidder can show by clear and
convincing evidence that a mistake of a nonjudgmental character was made, the nature of the mistake and the bid
price actually intended. After bid opening, no changes in bid prices or other provisions of bids prejudicial to the
interest of the City or fair competition shall be permitted. In lieu of bid correction, a low bidder alleging a material
mistake of fact may be permitted to withdraw its bid if the mistake is clearly evident on the face of the bid document
but the intended correct bid is not similarly evident, or if the bidder submits evidence which clearly and convincingly
demonstrate that a mistake was made.
All decisions to permit correction or withdrawal of bids or to cancel awards of contracts based on bid mistakes will be
supported by the Purchasing Manager's written determination.
13. ADDENDA AND INTERPRETATIONS. If it becomes necessary to revise any part of this bid, a written addendum
will be provided to all bidders. The City is not bound by any oral representations, clarifications, or changes made to
the written specifications by City employees, unless such clarification or change is provided to the bidders in written
addendum form from the Purchasing Officer. Bidders will be required to acknowledge receipt of the addenda (if
applicable) in their sealed bid proposal. The vendor may provide an initialed copy of each addendum or initial the
appropriate area on the bid form (pricing page). Failure to acknowledge receipt of the addenda (when applicable) will
render bid incomplete. It is the bidder's responsibility to ensure that they have received all addenda.
14. BID RECEIPT AND EVALUATION. Bids shall be unconditionally received without alteration or correction except
as authorized in the City's Procurement Ordinance. Bids shall be evaluated based on requirements set forth in the
Invitation for Bid, which may include criteria to determine acceptability such as inspection, testing, quality, workmanship,
delivery, and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in
evaluation for award shall be objectively measurable, such as discounts, transportation cost, and total or life-cycle
costs. The specifications presented in the Invitation for Bids shall represent the evaluation criteria. No other criteria may
be used to evaluate bids.
15. TIME FOR CONSIDERATION. Bids must remain in effect for at least ninety (90) days after date of receipt to
allow for evaluation.
16. BID SECURITY
(1) Requirement for Bid Security. Bid security shall be required for all competitive sealed bids for construction
contracts when the price is estimated by the Purchasing Manager to exceed $50,000. Bid security shall be a bond
provided by a surety company authorized to do business in the State, or other form satisfactory to the City. Such
bonds may also be required on construction contracts under $50,000 or other procurement contracts when
circumstances warrant.
(2) Amount of Bid Security. Bid security shall be in an amount equal to at least five percent (5%) of the bid amount.
(3) Rejection of Bids for Noncompliance with Bid Security Requirements. When the invitation for Bids requires
security, noncompliance with such requirement shall force rejection of a bid.
(4) Withdrawal of Bids. If a bidder is permitted to withdraw its bid before award as provided in Section 3-108
Subsection (G) (Competitive Sealed Bidding - Correction or Withdrawal of Bids: Cancellation of Awards), no action
shall be had against the bidder or the bid security.
17. CONTRACT PERFORMANCE AND PAYMENT BONDS
(1) When Required: Amounts. When a construction contract is awarded in excess of $50,000, the following bonds or
security shall be delivered to the City, and shall be binding on the parties upon the execution of the contract:
a. a performance bond satisfactory to the City executed by a surely company authorized to do business in the State,
or otherwise secured in a manner satisfactory to the City, amounting to one hundred percent (100%) of the price
specified in the contract; and
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b. a payment bond satisfactory to the City executed by a surety company authorized to do business in the State or
otherwise secured in a manner satisfactory to the City, to protect all persons supplying labor and material to the
contractor or its subcontractors for the performance of the work provided for in the contract, amounting to one
hundred percent (100%) of the price specified in the contract.
At the discretion of the Purchasing Manager, this same condition may be placed on awards of any amount.
(2) Authority to Require Additional Bonds. Nothing in this Section shall be construed to limit the authority of the City to
require a performance bond or other security in addition to the bonds, in circumstances other than the circumstances
described in Subsection (1) above.
18. SUBCONTRACTING. Should bidder intend to subcontract all or any part of the work specified, name(s) and
address(es) of sub-contractor(s) must be provided in bid proposal (use additional sheet if necessary). The bidder shall
be responsible for subcontractor(s) full compliance with the requirements of the bid specifications. THE COLUMBUS
CONSOLIDATED GOVERNMENT WILL NOT BE RESPONSIBLE FOR PAYMENTS TO SUBCONTRACTORS.
19. DISQUALIFICATION OF BIDDERS AND REJECTION OF BIDS. Bidders may be disqualified and rejection of bid
proposals may be recommended by the City for any (but not limited) to the following reasons:
(A) Receipt after the time limit for receiving bid proposals as stated in the bid invitation.
(B) Any irregularities contrary to the General Provisions or bid specifications.
(C) Unbalanced unit price or extensions.
(D) Unbalanced value of items.
(E) Failure to use the proper forms furnished by the Consolidated Government.
(F) Failure to complete the proposal properly
(G) Omission of warranty, product literature, samples, acknowledgment of addenda or other items required to be
included with bid proposal.
(H) Failure to properly sign forms in ink.
The City reserves the right to waive any minor informality or irregularity. The City reserves the right to reject
any and all bids.
20. BRAND NAMES "OR EQUAL". Whenever in this invitation any particular material, process and/or equipment are
indicated or specified by patent, proprietary or brand name of manufacturer, such wording will be deemed to be used
for the purpose of facilitating description of the material, process and/or equipment desired by the City. It is not meant
to eliminate bidders or restrict competition in any bid process. Any manufacturers' names, drawings, trade names,
brand names, specifications and/or catalog numbers used herein are for the purpose of description and establishing
general quality levels. Bidders may propose equivalent equipment, services or manufacturer. Any proposal that is
equivalent to or surpasses stated specifications will be considered. Determination of equivalency shall rest solely with
the City. Please Note: Due to existing equipment, specific manufacturers may be required to facilitate
compatibility.
21. ASSIGNMENT OF CONTRACTUAL RIGHTS. It is agreed that the successful bidder will not assign, transfer,
convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof, without
previous consent of the City and any sureties.
22. DISCOUNTS. Terms of payments offered will be reflected in the space provided on the bid proposal form. Cash
discounts will be considered net in the bid evaluation process. All terms of payment (cash discounts) will be taken and
computed from the date of delivery of acceptable material or services, or the date of receipt of the invoice, whichever
is later.
23. TAXES. The City is exempt from State Retail Tax and Federal Excise Tax. Tax Exemption No. GA Code Sec.
48-8-3. Federal ID No. 58-1097948.
24. FEDERAL, STATE AND LOCAL LAWS. All bidders will comply with all Federal, State, and Local laws and
ordinances, relative to conducting business in Columbus, Georgia.
25. BID INCLUSIONS. When bid inclusions are required, such as warranty information, product
literature/specifications, references, etc. The inclusions should reference all aspects of the specific equipment or
service proposed by the bidder. Do not include general descriptive catalogs. References to literature or other required
inclusions submitted previously does not satisfy this provision. Bids found to be in non-compliance with these
requirements will be subject to rejection.
26. NON-COLLUSION. By signing and submitting this bid, bidder declares that its agents, officers or employees have
not directly or indirectly entered into any agreements, participated in any collusion or otherwise taken any action in
restraint of free competitive bidding in connection with this bid. In the event, said bidder is found guilty of collusion, the
company and agents will be removed from the City's bid list for one full year and any current orders will be canceled.
27. INDEMNITY. The successful bidder agrees, by entering into this contract, to defend, indemnify and hold City
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harmless from any and all causes of action or claims of damages arising out or under this contract.
28. DISADVANTAGED BUSINESS ENTERPRISE. Disadvantaged Business Enterprises (minority or women owned
businesses) will be afforded full opportunity to submit proposals in response to this invitation and will not be
discriminated against on the grounds of race, color, creed, sex, sexual orientation, gender identity or national origin in
consideration for an award. It is the policy of the City that disadvantaged business enterprises and minority business
enterprises have an opportunity to participate at all levels of contracting in the performance of City contracts to the
extent practical and consistent with the efficient performance of the contract.
29. AFFIRMATIVE ACTION PROGRAM - NON-DISCRIMINATION CLAUSE. The Consolidated Government of
Columbus, Georgia ("the City") is committed to using Disadvantaged Business Enterprises (DBEs) (small, women-
owned and minority business enterprises) to the greatest extent practical in all solicitations and day-to-day procurement
needs of the City and to taking specific affirmative actions to meet these commitments.
The City has an Affirmative Action Program in connection with Equal Employment Opportunities. The successful bidder
will comply with all Federal and State requirements concerning fair employment and employment of the handicapped,
and concerning the treatment of all employees, and will not discriminate between or among them by reason of race,
color, age, religion, sex, sexual orientation, gender identity, national origin or physical handicap.
30. AWARDS TO LOCAL BUSINESSES. Except for construction contracts, Federally funded projects, Request for
Proposals and Request for Qualifications, awards will be made to responsive and responsible local businesses
proposing a cost not more than two percent (2%) above the low bid or quote for contracts involving an expenditure less
than or equal to $50,000.00; and made to responsive and responsible local businesses proposing a cost not more than
one percent (1%) above the low bid or quote for contracts involving an expenditure greater than $50,000.00.
31. RIGHT TO PROTEST.
(1) Right of Protest. Any actual or prospective bidder offeror, or contractor who is aggrieved in connection with a
solicitation or award of a contract may protest to the Purchasing Manager initially. All protests shall be filed in
the manner prescribed herein. Protests that do not comply with the following rules shall be deemed invalid and
of no effect.
(2) The protest must be in writing, executed by a company officer that is authorized to execute agreements on
behalf of the bidder or offeror or provided by an authorized legal representative of the protestor.
(3) A protest with respect to an invitation for Bids or Request for Proposals shall be submitted in writing no less
than five (5) business days prior to the opening of bids or the closing date of proposals or qualification
statements.
(4) Stay of Procurement During Protests. If there is a timely protest submitted as described above, the Purchasing
Manager shall not proceed further with the solicitation or award of the contract until all administrative remedies
have been exhausted or until the City Council, Mayor, or City Manager makes a determination on the record
that the award of the contract without delay is necessary to protect substantial interests of the City.
32. FAILURE TO BID. Vendors choosing not to submit a bid are requested to return a Statement of "No Bid".
33. PRODUCT/EQUIPMENT DEMONSTRATION - SITE VISIT. During the evaluation of bids, the City reserves the
right to request a demonstration or site visit of the product, equipment or service offered by a bidder. The demonstration
or site visit shall be at the expense of the bidder. Bidders who fail to provide demonstration or site visit, as requested,
will be considered non-responsive.
34. CANCELLATION PROVISIONS. An Invitation for Bid, Request for Proposal, or other solicitation may be canceled,
or any or all bids, proposals or responses rejected in whole or in part, at the discretion of the City for any reason
whatsoever. The reasons for the cancellation shall be sent to all businesses solicited or that responded. The notice
shall identify the solicitation, give the reasons for the cancellation, and when appropriate state that an opportunity will
be given to compete on any re-solicitation or similar procurement in the future. Reasons for rejection will be provided
to unsuccessful bidders or offerors.
When such action is in the best financial interest of the City, contracts for supplies to be purchased or services to be
rendered under an annual (term) contract basis may be canceled and re-advertised at the discretion of the Purchasing
Officer and in accordance with contract terms.
After the receipt of a product or piece of equipment, it is found that said item does not perform as specified and required,
payment for said product or equipment will be withheld. The successful vendor will be notified of the non-performance
in writing. After notification, the successful vendor will have ten (10) calendar days, from the date of notification, to
deliver product or equipment which performs satisfactorily. If a satisfactory product is not delivered within 10 calendar
days, from the notification date, the City will cancel the contract (purchase order) and award to the next low, responsive,
responsible bidder. The vendor will be responsible for the pick-up or shipment of the unsatisfactory equipment or
product.
35. QUESTIONS: Questions concerning specifications must be submitted, in writing, at least 5 (five) working days
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(Monday-Friday) prior to receipt date. Questions received less than five working days prior to receipt date will not be
considered.
36. SAMPLES: When samples are required to be included with the proposal response, the bidder will be responsible
for the following:
1) Unless otherwise specified, bidders are required to submit exact samples of item(s) bid. Do not submit
sample of "like" item(s).
2) Affix an identification label to each individual sample to include bidder's name, bid name and number.
3) Make arrangements for the return of sample after the bid award. All shipping costs will be the responsibility of
the bidder. If bidder does not make arrangements for return of sample, within 60 days after award, the sample
will be discarded.
37. GOVERNING LAW: The parties agree that this Agreement shall be governed by the laws of Georgia, both as to
interpretations and performance.
38. PAYMENT DEDUCTIONS: The City reserves the right to deduct, from payments to awarded vendor(s), any
amount owed to the City for various fees, to include, but not limited to: False Alarm fees, Ambulance fees,
Occupation License Fees, Landfill fees, etc.
39. PAYMENT TERMS: The City's standard payment term is usually net 30 days, after successful receipt of goods
or services. Payment may take longer if invoice is not properly documented or not easily identifiable, goods/services
are not acceptable, or invoice is in dispute.
40. FINAL CONTRACT DOCUMENTS: If a formal contract is required as a result of the Request for Bid; the final
contract shall include the following: 1) The RFB; 2) Addenda; 3) Awarded Vendors(s) Bid response; 4) Awarded
Vendor(s) Clarifications; and 5) Awarded Vendor(s) Business Requirements.
NOTICE TO VENDORS
Sec. 2-3.05. - Submitting bids to Consolidated Government, etc.-By mayor or councilmembers.
Neither the mayor nor any member of the Columbus Council shall submit any bid to the consolidated government, nor shall the
mayor or any member of the Columbus Council own or have a substantial pecuniary interest in any business that submits a bid
to the consolidated government. (Ord. No. 92-60, 6-23-92)
Sec. 2-3.06. - Same-By members of boards, authorities, commissions.
No member of any board or authority or commission or other independent or subordinate entity of the consolidated government
shall submit any bid to the consolidated government or have a substantial pecuniary interest in any business that submits a bid
to the consolidated government if such bid pertains to the board or authority or commission on which such person holds such
membership. (Ord. No. 92-61, 6-23-92)
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MANDATORY SITE VIST
ATTENDANCE CONFIRMATION FORM
Date:
To: Thierry Decembre, Buyer
Email: BidOpportunities@ColumbusGA.org
Re: Elevator Maintenance & Repairs Services (Annual Contract) - RFB No. 26-0001
A Mandatory Site Visit is scheduled for 10:00 AM (Eastern) on Wednesday, May 13, 2026.
Contractors shall convene and sign in at the Columbus Consolidated Government Center
Ground Floor, Main Lobby located at 100 E 10th St, Columbus, Georgia 31901.
The purpose of the site visit is to allow vendors to view the various elevator locations. The City
will not be bound by any oral representations, clarifications or changes made at the site visit. If
you have questions or requests for clarification resulting from the site visit, submit said inquires
in the manner prescribed on pages 10 and 11 of these specifications.
Contractors shall sign an attendance sheet at the Mandatory Site Visit. Only contractors who
sign the attendance sheet will receive future addenda and will be allowed to submit a bid
for this project. The Purchasing Division will deem non-responsive any and all bids received
from contractors who were not represented at the site visit.
Complete and return this form to confirm attendance:
Company Name # of Attendees
Contact Person Email Address
Mailing Address City State Zip
Telephone Number Fax Number
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DO YOU HAVE QUESTIONS, CONCERNS OR NEED
CLARIFICATION ABOUT THIS SOLICITATION?
COMMUNICATION CONCERNING ANY SOLICITATION CURRENTLY
ADVERTISED MUST TAKE PLACE IN WRITTEN FORM AND ADDRESSED TO
THE PURCHASING DIVISION.
ALL QUESTIONS OR CLARIFICATIONS CONCERNING THIS SOLICITATION
SHALL BE SUBMITTED IN WRITING. THE CITY WILL NOT ORALLY OR
TELEPHONICALLY ADDRESS ANY QUESTION OR CLARIFICATION
REGARDING BID/PROPOSAL SPECIFICATIONS. IF A VENDOR VISITS OR
CALLS THE PURCHASING DIVISION WITH SUCH QUESTIONS, HE OR SHE
WILL BE INSTRUCTED TO SUBMIT THE QUESTIONS IN WRITING.
ALL CONTACT CONCERNING THIS SOLICITATION SHALL BE MADE
THROUGH THE PURCHASING DIVISION.
BIDDERS SHALL NOT CONTACT CITY EMPLOYEES, DEPARTMENT HEADS,
USING AGENCIES, EVALUATION COMMITTEE MEMBERS OR ELECTED
OFFICIALS WITH QUESTIONS OR ANY OTHER CONCERNS ABOUT THE
SOLICITATION. QUESTIONS, CLARIFICATIONS, OR CONCERNS SHALL BE
SUBMITTED TO THE PURCHASING DIVISION IN WRITING. IF IT IS
NECESSARY THAT A TECHNICAL QUESTION NEEDS ADDRESSING, THE
PURCHASING DIVISION WILL FORWARD SUCH TO THE USING AGENCY,
WHO WILL SUBMIT A WRITTEN RESPONSE.
THE PURCHASING DIVISION WILL FORWARD WRITTEN RESPONSES TO
THE RESPECTIVE BIDDER OR IF IT BECOMES NECESSARY TO REVISE ANY
PART OF THIS SOLICITATION, A WRITTEN ADDENDUM WILL BE ISSUED TO
ALL BIDDERS.
THE CITY IS NOT BOUND BY ANY ORAL REPRESENTATIONS,
CLARIFICATIONS, OR CHANGES MADE TO THE WRITTEN SPECIFICATIONS
BY CITY EMPLOYEES, UNLESS SUCH CLARIFICATION OR CHANGE IS
PROVIDED TO THE BIDDERS IN A WRITTEN ADDENDUM FROM THE
PURCHASING MANAGER.
BIDDERS ARE INSTRUCTED TO USE THE ENCLOSED
"QUESTION/CLARIFICATION FORM" TO FAX OR EMAIL QUESTION.
ANY REQUEST, AFTER A SOLICITATION HAS CLOSED AND PENDING
AWARD, MUST ALSO BE SUBMITTED IN WRITING TO THE PURCHASING
DIVISION.
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