Bid/quote procedures

Competition is obtained whenever practical. The Purchasing Department prepares specifications and obtains competition either by formal invitation to bid, request for quotation or telephone quotes. The manner in which competitive prices are received depends on the value of the request:

1. Invitation for bids: These are sealed formal documents. Faxed bids are not allowed.

2. Request for quotations: These may be requested in writing, via fax or verbally. Written quotations may be faxed, mailed or e-mailed.

All bids and quotes must be received by the date and time required.

Competitive pricing normally is obtained from vendors on the State vendor/bid list, or who are known to supply that commodity.

Whenever practical, specifications are stated in generic terms. Specific brand names and part numbers are used only to define a standard of quality and performance required by the college, unless it is specified that no "alternates" or "equals" will be accepted. Suppliers bidding "alternates" or "equals" are required to designate their bids as such and provide descriptive literature.

Bids or quotations must be written in ink or typed, completed in full and signed. Unsigned bids will not be accepted. Before submitting a quote or bid, review all documents for completeness and accuracy, and verify they are signed by a person who has the authority to commit your firm.

Mark the outside envelope with the bid or quotation number (one bid per envelope). Your documents must be received in the CCS Purchasing Department by the specified closing date and time. Late bids are not accepted.

Information: 509.434.5318