Determining Responsive and Responsible Bids and Proposals

7/21/2019 Determining Responsive and Responsible Bids and Proposals

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Determining Responsive BidsDetermining Responsive Bidsand Responsible Bidders andand Responsible Bidders and

OfferorsOfferorsPresenter:Presenter:

J. Peter Stamps, CPPO, VCOJ. Peter Stamps, CPPO, VCO

VA Dept of General ServiesVA Dept of General Servies


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DefinitionsDefinitions

! Responsive

VPPA " #.#$%&'(. Definitions

Responsive bidder means a person )*o

*as s+bmitted a bid t*at onforms in allmaterial respets to t*e nvitation for Bid.


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Definitions on-t.Definitions on-t.

! Responsible


Responsible bidder or offeror means aperson )*o *as t*e apabilit, in allrespets, to perform f+ll t*e ontratre/+irements and t*e moral and b+siness

integrit and reliabilit t*at )ill ass+regood fait* performane, and )*o *asbeen pre/+alified, if re/+ired.


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Definitions on0tDefinitions on0t

! nformalit


Informality means a minor defet orvariation of a bid or proposal from t*ee1at re/+irements of t*e nvitation to Bid,or t*e Re/+est for Proposal, )*i* does

not affet t*e prie, /+alit, /+antit ordeliver s*ed+le for t*e goods, serviesor onstr+tion being p+r*ased.


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Responsive bidsResponsive bids

B definition, to be eligible for a)ard, a bid

m+st respond and onform to t*e

re/+irements of t*e 2B.

31amples of non$responsive bids:

! A bid t*at fails to meet t*e essential

re/+irements of t*e 2B.

! A bid t*at does not onform to t*e

speifiations.


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Responsive bids on-tResponsive bids on-t

! A bid t*at fails to onform to t*e deliver

s*ed+le or permissible alternatives set

fort* in t*e 2B.

! A bid see4ing to /+alif t*e terms and

onditions of t*e 2B, or ot*er)ise see4ing

to limit ontrator liabilit, or to limit t*e

agen-s rig*ts.


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Responsive bids on-tResponsive bids on-t

! A vendor t*at /+alifies its prie in s+* a

manner t*at t*e firm-s bid prie annot be

determined.

! 5a4ing a bid ontingent +pon also

reeiving a)ards on ot*er bids +rrentl

+nder onsideration.


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nformalitnformalit

6*e VPPA defines an informalit andman agenies *ave adopted a poli of

not re7eting bids )*en t*e deviation is not

onsidered material.


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nformalit, on-t.nformalit, on-t.

6*e re7etion of a non$responsive bid *as*ars* onse/+enes for t*e bidder and

o+ld deprive t*e agen of t*e advantage

of t*e re7eted bid 8+s+all t*e lo) bid9.


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! An informalit is a matter of form and not

of s+bstane or pertains to some

immaterial or inonse/+ential defet or

variation from t*e exact requirementof

t*e bid.

! 6*e orretion m+st not be pre7+diial to

ot*er bidders.


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6*e APSP5 8Vendors 5an+al9 states:

6*e pro+ring agen ma, in its sole

disretion, )aive s+* informalities or

permit t*e bidder;offeror to orret t*em,

)*i*ever proed+re is in t*e best interest

of t*e Common)ealt*.


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31amples of informalities:

! 2ail+re of bidder to ret+rn t*e re/+ested

n+mber of opies of bids.

! 2ail+re of bidder to sign its bid, but only if

t*e +nsigned bid is aompanied b ot*er

material indiating t*e bidder-s intentions

to be bo+nd, s+* as a letter signed b t*e

bidder indiating t*e bidder-s intentions.


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! 2ail+re of a bidder to a4no)ledge reeipt

of an addend+m, b+t onl if 8a9 t*e bid

reeived learl indiates t*at t*e bidder

reeived t*e amendment< or 8b9 t*e

addend+m involves onl a matter of form

)*i* *as no effet +pon prie, /+antit,

/+alit, or deliver.


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=*at *appens if o+

determine a bid as non$responsive>


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APSP5 &.#(: f a bid is fo+nd to

be non$responsive, a notation as

to )* it is non$responsive s*allbe made, and signed b t*e

b+er;ontrat offier and

inl+ded in t*e ontrat file.?


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Can a proposal in response to an

R2P be determined non$responsive>


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6*e VPPA onl defines a

responsive bidder? as it relates toa bid in response to an 2B.


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ResponsibilitResponsibilit

! @GP defines a responsible bidder orofferor as A ontrator, b+siness entit orindivid+al )*o is f+ll apable to meet all of

t*e re/+irements of t*e soliitation ands+bse/+ent ontrat. 5+st possess t*e f+llapabilit, inl+ding finanial and te*nial,to perform as ontrat+all re/+ired. 5+st

be able to f+ll do+ment t*e abilit toprovide good fait* performane.?


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Responsibilit on-t.Responsibilit on-t.

! Allo)s for onsideration of t*e

management of t*e firm, finanial strengt*,

et*is and past performane as )ell as

te*nial apabilities of t*e s+pplier.

! Re/+ires an ob7etive 8fat based9

7+dgment vers+s a s+b7etive 8g+t$feeling97+dgment.


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Responsibilit on-t.Responsibilit on-t.

6*e California S+preme Co+rt determined

t*at an a)arding bod ma @O6 delare a

bidder non$responsible merel bea+se

anot*er bidder is more responsible.

6*e o+rt sided )it* t*e re7eted bidder

over t*e Cit of ngle)ood, CA onl+ding

t*at ontrats ma not be a)arded on t*ebasis of relative s+periorit.


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Responsibilit on-tResponsibilit on-t

2ators to onsider in determining

responsibilit:

! Reg+lar dealer

! 31periene

! ntegrit, Perseverane, and Reliabilit

! Capait, 2ailities, and 3/+ipment! 2inanial


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=*at do o+ need to do if o+ determine abidder or offeror is not responsible>


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APSP5 ((.# :

f t*e p+bli bod determines t*at t*e

apparent lo) bidder is not responsible, it

s*all proeed as follo)s:

Prior to iss+ane of a )rittendetermination of non$responsibilit, t*e

p+bli bod s*all:


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8i9 notif t*e bidder in )riting of t*e res+lts

of t*e eval+ation

8ii9 dislose t*e fat+al s+pport in its

determination, and

8iii9 allo) t*e bidder to inspet an

do+ments t*at relate to t*e

determination )it*in five 89 b+siness

das after reeipt of t*e notie.


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! =it*in ten 8('9 b+siness das after reeiptof t*e notie, t*e bidder m+st s+bmitreb+ttal information *allenging t*e

eval+ation.! 6*e p+bli bod s*all iss+e its )ritten

determination of responsibilit 8inl+ding

an reb+ttal information9 )it*in five 89b+siness das of t*e date t*e p+bli bodreeived s+* reb+ttal information.


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! 6*e notie iss+ed b t*e p+bli bod s*all

be final +nless t*e bidder appeals t*e

deision )it*in ten 8('9 das after reeipt

of t*e notie, b+ invo4ing administrativeproed+res meeting t*e standards of t*e

Code of Virginia, " #.#$%&, if available,

or in t*e alternative b instit+ting legalation as provided in t*e Code of Virginia,

" #.#$%&%.


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5a a vendor protest t*at

anot*er vendor is notresponsible>


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VPPA " #.#$%&'

@o protest s*all lie for a laim t*att*e seleted bidder or offeror is

not a responsible bidder or

offeror.


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Case St+dies


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Case St+diesCase St+dies

(. Can a p+bli entit a)ard a ontrat to

t*e apparent lo) bidder if t*is bidder fails

to a4no)ledge an addend+m as re/+ired

in t*e bid speifiations>


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#. f a p+bli entit re7ets all bids d+e to

t*e fat t*at t*e lo)est bid )as non$

responsive and re$bids t*e pro7et, an

t*e seond lo) bidder on t*e first bid laim

rig*ts to t*e ontat>


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&. Can a p+bli entit deide to re7et a

bid if t*e bidder )as eno+raged to s+bmit

a bid b t*e pro7et ar*itet b+t failed to

attend a mandator pre$bid onferene>


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%. Can a p+bli entit )aive t*e

re/+irement for t*e agent-s signat+re on

t*e bid as informalit>


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! . Can a p+bli entit )aive, as

informalit, t*e fail+re of a bidder to s+bmit

t)o alternative prod+ts as re/+ired in t*e

bid speifiations>


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Determining Responsive and Responsible Bids and Proposals

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