Included in this correspondence you will find information regarding bid specifications, packet
information, and instructions per the Payne County Commissioners who are requesting your company
submit a bid for the enclosed project or materials.
The enclosed packet has been developed and approved by the Payne County Commissioners, the
content ofthe packet is per theirinstruction. The Payne County Clerk's office is the facilitator of the bid
process and is required to receive and hold all sealed bids per Oklahoma State Statutes to present to the
Board of Commissioners in an open session.
If you have any questions, in regards, to the pack content, specifications, and instructions please
contact the following:
RHONDA MARKUM, DISTRICT 3 COMMISSIONER- 405-372-7758 Bids must be submitted on the included form only. Each bid shall be placed in a separate envelope. Be sure the
envelope is completely and properly identified and sealed, showing the bid name and number in the lower lefthand corner.
All bids shall be entered on the Bid Form enclosed or a copy thereof. Bids are to be typewritten or in ink. No
bidder may withdraw his proposal for a period of thirty (30) days after the date and hour set for the opening of
bids.
The bidder shall attach the manufacturer's name of the equipment or material to be furnished, type model
numbers descriptive bulletins and specifications. All guarantees and warranties should be clearly stated. This
data shall be sufficient detail to describe accurately the equipment or material to be furnished. Manufacturer's
specifications, in respect to the successful bidder, shall be considered as part of the contract with Payne
County.
Any exceptions or deviations from written specifications shall be identified in writing and attached to the bid
form.
The enclosed affidavit for Filing with Competitive Bid MUST be returned with the bid.
Payne County reserves the right to reject any and all bids and to waive any technicalities in the bidding.
Direct purchase of certain items of equipment or material by Payne County is exempt from Federal Excise Tax
and Oklahoma Sales Tax. In such cases, the bidder shall quote prices which do not include Federal Excise Tax
and Oklahoma Sales Tax.
Bid must show number of days required for delivery under normal conditions. Contractor must keep the County
advised at all times of the status of the order. For any exception to the delivery date as specified on this order,
vendor shall give prior notification and obtain written approval from the Purchasing Agent. Default in promised
delivery date or failure to meet specifications, authorizes the County to purchase supplies elsewhere and
charge the full increase of cost and handling to defaulting contractor.
Bidder agrees to defend and save Payne County from and against all demands, claims costs expense, damage
and judgments based upon infringement of any patent to goods specified in this order or the ordinary use or
operation of such goods by the County or use or operation of such goods in accordance with the bidder's
direction.
If the bid requires a written contract, the successful bidders shall execute a written contract with the county
within (10) days after submission of the contracts to said bidder.
This bid is submitted as a legal offer, and any bid when accepted by the County constitutes a firm contract.
If the bid is $50,000.00 or greater, Bidder must furnish a bid bond or cashier's check in the amount of 5% of
the bid with bid submission.
If the bid is $50,000.00 or greater, successful Bidder must be able to bond. (Performance, Maintenance and
Payment Bonds)
Successful bidder will be required to furnish their own Workmen's Comp and General Liability Insurance as
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