3201 INVITATION FOR BIDS

3201.1 Each invitation for bids ("IFB") shall include the following:

1. (a) Instructions and information concerning the requirements for submission of bids, including the time and date set for receipt of the bids and the opening of bids;
2. (b) The purchase description, delivery or performance schedule, and any special instructions necessary;
3. (c) The address where bids are to be delivered;
4. (d) A statement indicating whether award will be made on the basis of the lowest bid price or the lowest evaluated bid price, whichever is applicable;
5. (e) Representations, certifications, and other statements of bidders; and
6. (f) Evaluation factors for award, such as any price related factors other than the bid price.

3201.2 Each IFB shall state whether an award will be made on the basis of the lowest bid price or the lowest evaluated bid price. If the lowest evaluated bid price is the basis for award, the objective measurable criteria to be used shall be set forth in the IFB.

3201.3 Each IFB shall require written acknowledgment by each bidder of the receipt of all amendments, addenda, and changes issued.

3201.4 Postage or envelopes bearing "postage and fees paid" indicia shall not be distributed with the IFB or otherwise supplied to prospective bidders.

3201.5 The contracting officer shall thoroughly review each IFB before issuance to detect and correct discrepancies or ambiguities that could limit competition or result in the receipt of nonresponsive bids.

3201.6 The contracting officer shall prepare an IFB using a uniform contract format, unless a special contract format is approved by the Director.

3201.7 The uniform contract format shall contain the following in the order specified:

1. (a) The solicitation and contract form prescribed by the Director;
2. (b) A description of the supplies, services, or other items, including quantities and prices;
3. (c) Any description or specifications necessary to permit identification of the requirement and promote maximum competition;
4. (d) Packaging, packing, preservation, and marking requirements;
5. (e) Inspection, acceptance, quality assurance, and reliability requirements;
6. (f) Requirements for time, place, and method of delivery or performance;
7. (g) Requirements for accounting and appropriation data and any required contract administration information;

(h) Special contract requirements ;

(i) Contract clauses or provisions required by law or this title;

(j) A list of documents, exhibits, and other attachments ;

(k) Representations, conditions, and notices to bidders; and

(l) Evaluation factors for award, including price related factors other than bid price.

SOURCE: Final Rulemaking published at 39 DCR 2566 (April 10, 1992).