Purchasing Department, Vendor Frequently Asked Questions - Bids
Volunteer State Community College | Business & Finance Division
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Bids | Invoices | Vendor Applications
1. May I fax my bid? Fax bids will be accepted only if the total is under $10,000.00. (See #10 of our Standard Bid and Contract Terms and Conditions.)
2. May we attend bid openings? Yes, bid openings are open for vendors to attend.
3. How is a bid award determined? A bid analysis is processed for every bid. Copies of this analysis and all bids are sent to the requesting department. The department reviews the bids and makes a decision of award.
4. Do you always go with the low bid? Yes, low bids are always awarded unless low bids do not meet our requested specifications.
5. Do you always go with total low? No, a bid may be awarded based on total low or by individual line items.
6. How can I obtain a copy of the bid analysis? 1. Send a self-addressed envelope and request with your bid. 2. Call the Purchasing & Contracts Office at (615) 230-3352 or (615) 230-3566 and ask for a copy to be either mailed or faxed to you.
7. Who do I contact if I have questions about the bid? For technical questions, you will need to contact the person that is indicated below the last item on the bid. For all other questions concerning the bid, you will need to contact the Director of Purchasing & Contracts at (615) 230-3352.
8. May I put the bid response on our own form? No, the bids must be completed on our forms with an authorized signature to be accepted by the College. The Bid Certification Sheet must also be returned with your bid..
9. May I make changes to my bid after the opening date? No, changes may not be made after a bid has opened. Changes may be made prior to the opening date/time. Changes must be initialed by an authorized employee of the company.
10. May I bid an alternate bid? Yes, you may bid more than one option for a particular item, unless the College specifies “no alternate bids will be accepted”. Alternate bids must meet the minimum requirements of the bid specifications to be accepted.
