The process respond to a request for bid (RFB) is different from that of a request for proposal (RFP). Following the closing of a RFB period, all bids are publicly opened and read. The bid is awarded the lowest responsive and responsible bidder as determined from the base bid alone. The following will walk you through each section of a RFB.

Notice Inviting Bids
Provides the following information:

General Information

• Identifies requested services
• States location of bid submission (most often the City Clerk’s Office at City Hall)
• States due date for bid submission (date and time)
• Provides instructions for bid submission

Contract Work

• Documents the services requested

Bid Schedule

• Identifies advertising period for bid
• States location of bid submission (most often the City Clerk’s Office at City Hall)
• States due date for bid submission (date and time)
• Documents any pre-bid conferences and whether or not they are mandatory (interested firms must attend any pre-bid conferences designated as mandatory)

Bid Document Availability

• Identifies location of contract documents and specifications on the city’s website
• Read the bid document carefully make sure you have included all relevant items in your bid/cost proposal

Bid Preparation

• Instructs firms prepare bids on approved forms

City Rights

• Documents the City’s rights in the RFB process

Bid Specification & Contract Documents
Provides the following information:

Introductory Information

• Provides information found in the Notice Inviting Bids

Bidding Requirements
Provides instructions to bidders, including

• Bids must be submitted to the city on the bid forms found in the bid package
• Bidders are responsible for examining all contract documents, including any addenda issued during the bidding period
• Submission requirements for bids
• How to withdraw a bid
• Where to find insurance requirements
• How to file a bid protest

Contract Forms
Provides the following forms:

• Bid form template
• Contractor’s certificate regarding Workers’ Compensation
• Non-Collusion Affidavit
• Contractor Information and Experience form
• Sample Agreement for Maintenance Services

Conditions of the Contract

• Provides the contract scope of work
• Provides a Proposal and Staffing Questionnaire to be submitted with the bid