When preparing an "Invitation to Bid" or a "Request for Proposal (RFP)" response, vendors are instructed to thoroughly read all instructions on the bid/RFP form and its specifications/Scope of Services before submitting a response. All terms and conditions applicable to the bid/RFP must also be read, since by signing the bid/RFP response, the vendor is agreeing to all the terms and conditions as referenced in the "Invitation to Bid" document. The terms and conditions are provided as links below. Once a bid is tabulated and evaluated, award will be made by the City Purchasing Director.
Informal Terms and Conditions apply to bids valued under $50,000.
Formal Bids Terms and Conditions apply to bids valued over $50,000. A formal bid is to be submitted in a sealed envelope clearly marked in the lower left hand corner with the bid number and the bid closing date. Bids not clearly identified in this manner may result in bid rejection. Only one formal bid should be placed in a sealed envelope and clearly labeled. Formal bids remain sealed until the bid closing date and time. They are opened and read publicly by Procurement Services Staff at 2:30 p.m. in Room B-1 of City Hall, 200 East Wells Street.
If samples are required with bids, they are held until the award is made. Samples must be picked up by the bidder as soon thereafter as possible. If the samples are not picked up within 30 days of the award, the samples will be placed in the City's inventory.
RFP Standard Terms and Conditions apply to all RFPs. Proposals deliverd by electronic means, such as facsimile and e-mail, are not allowed and proposals will not be considered.
All proposals submitted must be clearly identified with the RFP number, closing date, and time as specified in the RFP document. Proposals are time stamped upon receipt and are securely kept unopened until the specified closing date and time. The City, or any official or employee thereof, will not be responsible for the pre-opening of, post-opening of, or the failure to open a proposal not properly addressed and identified.
Proposals time stamped after the closing date and time will be not considered and will be returned to the proposer unopened. Regardless of the method used for delivery, proposers shall be wholly responsible for the timely delivery of the submitted proposals to the mailing or hand delivery address as detailed above.
Bid Submittal Methods:
Bids may be faxed, mailed or hand delivered to the various numbers and addresses listed below, but they must be received in their entirety in the Business Operations Division, Procurement Services Section and time stamped before the bid closing date and time indicated in the bid document. Bids delivered by other electronic means, such as e-mail, are not allowed and those bids so delivered will not be considered.
Informal Bid fax number: 414-286-5976
Formal bid fax number: 414-286-5507
Mailing Address (City Hall): Business Operations Division-Procurement Services Section, 200 E. Wells Street, Room 601, Milwaukee, WI 53202
Hand Delivery Address (City Hall): Department of Administration, 200 E. Wells Street, Room 606, Milwakee, WI 53202
All bids must be manually signed by the bidder. Any attachments, additional pages, addenda or explanations, etc. supplied by the bidder with a bid will be considered a part of the bid response. However, if a bidder supplies additional information that conflicts with the terms and conditions stated in the bid, the bid may be rejected as a counteroffer.
Should an original of a bid be requested by the Procurement Services Section staff, it must be received in the Business Operations Division, Procurement Services Section, (mailing address listed above) within five (5) business days after the request. Failure to comply within this timeframe may result in a bid rejection.