Offerers must carefully read the entire Invitation for Bid package. There will be no prebid meeting. Any questions must be received by the City Manager via email cblaschke@willcox.az.gov at least ten (10) calendar days prior to the Closing Date and Time. Any correspondence related to an Invitation for Bid should refer to the appropriate Invitation for Bid number, page, and paragraph number. The City will not be responsible if you adjust your bid based on any verbal statements made by employees or officers of the City, particularly if such statements conflict with the Solicitation. You may request the Buyer to issue an addendum to the Solicitation. Any changes to this Invitation for Bid will be in the form of a published addendum. WITHDRAWAL OF BID: At any time prior to the specified bid due date and time, a bidder may withdraw a bid. A withdrawal must be signed by the bidder's authorized representative and submitted to the Buyer by hand delivery or mail. BID ACCEPTANCE PERIOD: A bid made in response to this Solicitation shall be valid and irrevocable for ninety (90) days after the Closing Date and Time. IMPROPER CONTACT WITH CITY EMPLOYEES: All vendors submitting a bid (including the firm's employees, representatives, agents, lobbyists, attorneys, and subcontractors) will refrain from direct or indirect contact for the purpose of influencing or creating bias in the evaluation/selection process with any person who may play a part in the evaluation/selection process. This includes but is not limited to the evaluation committee, City Council Members, City Manager, Assistant City Manager(s), Deputy City Manager(s), Department Directors, or other staff ("City Staff"). This policy is intended to create a level playing field for all potential firms, assure that contract decisions are made in public, and to protect the integrity of the selection process. PAYMENT: Specify on the bid documents your required schedule for deposit and payments. OFFER TO CONTRACT: A response to an Invitation for Bid is an offer to contract with the City based upon the terms, conditions and specifications contained in the City's Invitation for Bid and the written amendments thereto, if any. Bids do not become contracts unless and until the City accepts them. The contract has its inception in the award document, eliminating a formal signing of a separate contract. For that reason, all the terms and conditions of the procurement contract are contained in the Invitation for Bid; unless modified by a Solicitation Amendment or a Contract Amendment. NOTICE OF PROPOSED CONTRACT AWARD OR RECOMMENDATION: All vendors will receive an email notifying them of the City's proposed contract award or recommendation to reject all bids. This notice will be posted as part of the agenda for the regular meeting of the City Council, on the City website. The agenda is typically posted at least one (1) week prior to the Council Meeting. . RESERVATION OF RIGHTS: The City expressly reserves the right to reject any and all bids, or any part thereof. The City reserves the right to waive any clerical error or nonmaterial defect in the bid when it is deemed to be in the City's best interest. The City reserves the right to cancel or reissue a Solicitation.
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