Soliciting Bids
Guidelines and Alternate Phrases
Invite the bid up front, giving an overview of the project.
We are soliciting bids on plant-care service for our corporate headquarters.
We have attached a list of shelving and other storage items we plan to purchase for our corporate headquarters in the next few months. If you are interested in bidding on these items, please give us your quote on the attached form.
Barconte Inc. invites you to submit bids for its leasehold interest, wells, and equipment located on the properties shown on the attached data sheet.
We have in mind a communications project for which we are actively seeking help, and we invite your proposal for consideration. The project will include three phases: ....
We need a cost estimate for constructing an additional wing on the Huffines Medical Building at 2455 Park Way. Attached is a line drawing showing our plans.
We are seeking bids on office furniture for four floors of the Two Riverway Chesapeake Building.
Carolton and Associates requests your bid for weekly housekeeping and maintenance service of our office suites.
State clearly and specifically what information should be included in the bid. Make your specifications exact so later you will not have to struggle with apples-to-oranges comparisons in bid evaluations.
Please include all shipping costs in your bid.
All travel expenses should be included as part of your bid on the developmental costs.
Your estimate should include material, labor, overhead, and profit. Please show these as separate line items on your quote, because these four items will be the basis for our comparison of contractors.
Please overview your study process. We understand your reluctance to reveal your entire method of analysis, but we must understand enough of your process to determine the potential benefits.
Your bid should include your work plan, résumés of the key engineers on the project, brief histories of similar projects you’ve completed, and pricing information.
Please provide the manufacturer’s name and model number, the quantity of each item you propose to install, and the cost of ongoing maintenance contracts.
Anticipate the special problem inherent in bids in that companies often quote for “in lieu of” items, making your comparisons of bids difficult. Either caution bidders against substitutions, or state that you will accept them.
Please do not quote prices for any items you cannot supply as specifically listed. We can make no substitutions on items L through R.
We have listed our preferences for each piece of equipment; however, we will consider substitutions you deem of equal quality to those we’ve listed.
We have decided not to consider any substitutions on the items we have listed here.
Identify the criteria for selection.
All bidders will be evaluated only on the specified items, with no substitutions. Therefore, our selection will be based on price alone.
In our decision, we will consider delivery schedules, as well as the previous maintenance record on the reconditioned equipment.
Our timetable is crucial. If you cannot deliver the products by July 31, we ask that you forego this bidding opportunity.
Give the necessary information for submitting the bid, such as time, deadline, packaging details, and a contact person for inquiries. To minimize time spent on certain inquiries, you may also want to mention any information you are unwilling to provide.
Please do not include your pricing information in the same envelope with your proposal; instead, forward each separately in the enclosed, labeled envelopes.
We will not consider any bids received after June 2, at noon.
At this stage in the survey process, we will not be able to provide information on any equipment we currently use in our remote locations. You can assume it is of equal quality to that used here at headquarters.
As you prepare your bids, feel free to suggest methods not mentioned in our own description of the problem and potential solution. We are entirely open to your ideas about a better system of management and operation than we have overviewed here.
Please do not include the cost for reproduction of the manuals. After we select the winning supplier, we will make arrangements to produce and assemble all necessary manuals with our in-house staff.
Bids should be submitted in envelopes marked “Sealed Bid—Project #2388” and addressed to Mark Stanton, Purchasing Agent, P.O. Box 2444, Midland, TX 79702.
Any bid received after 2:00 p.m., August 4, 19—, will not be opened.
Each bid should be considered a bona fide offer to purchase and shall be binding upon the bidder after submission to us.
Please detail your pricing information on the forms provided and submit this in a separately sealed package.
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