Introduction
The Village of Elk Grove purchases goods, services, building construction, and maintenance annually. This brochure has been developed to increase the potential for business participation by outlining the procedures necessary to compete for the opportunity to supply goods and services to the Village. The instructions explain how to be included on the mailing list, an outline of the bidding process, and the bid opening and award process.
Mailing Lists of Bidders
Inclusion on the current bidder database is the important first step in the procurement process. From this database, a determination is made of which firms have the opportunity to be directly solicited by the Village. To be placed on the database, it is necessary to complete a Vendor's Application. Complete the form and return it to the Finance Department, Purchasing Division. After receipt, your firm will be added to the database. Whenever a formal solicitation is distributed, randomly selected firms on the database will be mailed a copy.
Bidding Process
Request for Bids (RFB) are mailed to randomly selected firms. These RFB's contain the quantity required, specifications, general instructions and any specific terms or conditions applicable to that commodity or service. Extreme care should be taken to comply with all instructions and conditions to avoid rejection of the bid. Any questions concerning the commodity or service, specifications or the instructions should be addressed to the Purchasing Agent whose name, address and telephone number is listed on the solicitation. All questions should be addressed at least 48 hours prior to the bid opening. Complete the bid request in accordance with the instructions and deliver it before the closing date and time to the Department of Finance, Purchasing Division. Delivery can be made by hand, mail, or courier. Late bids will not be considered and will be returned. On large projects where the plans are expensive to produce, bidders may be required to purchase copies of the plans and specifications. In addition, bidders may be required to post a 5% bid bond, and all successful bidders must post a 100% performance bond.
Sealed Bid Opening and Award
Sealed bids received prior to the closing date and hour are secured in the Finance Department until they are to be opened. Upon opening, the bids are publicly read. All bidders are welcome to attend the bid opening. Please note that award results are not made public at that time. The bids are tabulated and analyzed to determine the lowest responsive, responsible bidder. Once the award is made, the purchase order or notice of award is prepared and transmitted to the successful bidder. Bid result information is available by enclosing a stamped, self-addressed envelope with the bid.
Quotations Unsealed Bids
Either the Purchasing Agent or departments may solicit quotes from vendors to purchase materials, equipment, supplies or services to meet the needs of the Village. We encourage businesses to give us the opportunity to purchase their products or services in a relationship that will be beneficial to both parties. If you have any questions or would like more information on the Village's purchasing process, please write, phone or schedule an appointment to visit the Purchasing Division.
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