Formal Bids

From time to time, PBCHA will advertise a formal bid. Once an Invitation for Bid (IFB) is advertised, prospective bidders can obtain a bid packet via e-mail, or by picking up the documents in person at PBCHA’s central office. Bid packets will not be faxed. If required, the bid packet may contain information pertaining to a pre-bid conference, which may include mandatory attendance for all interested bidders. Information regarding date, time, and place of the pre-bid conference are included in the bid packet. A pre-bid conference is held to explain the bid notice and to answer any questions regarding the bid.

Submitting a Sealed Bid

Bidders should make sure all required documents, such as certificates of insurance, attachments, and required forms, are carefully reviewed to ensure everything is included at time of submission. All sections must be completed, and written information must be legible. Do not alter the documents or add conditions to the bid packet. Be sure that all documents are signed. Bid copies must be returned to PBCHA’s central office by the date and time specified on the bid packet, and the sealed envelope must specify the Bid Title as specified in the bid. Any bids received after the deadline will be disqualified. All accepted bids will remain sealed and prior to the bid opening.

Opening the Bids

The bid packet will specify the time and place where the sealed bids will be publicly opened and read aloud. Only the amount bid and the bidder’s name will be read aloud. Bidders and the general public are invited to attend a bid opening, but it is not necessary to attend a bid opening to be awarded a contract.

Evaluation of Bids

Bids are evaluated and the most responsive bidder will be selected.

Right to Reject a Bid

PBCHA reserves the right to accept and/or reject any or all bids, to waive irregularities and technicalities, if it is in the best interest of the Housing Authority. If all bids are rejected, PBCHA may request new bids.

Notification and Contract Award

Once PBCHA selects the winning bidder, they will be notified. The winning bidder may have additional steps to have the contract awarded including bonding or other requirements explained in the ITB or RFP. When all documents and requirements are met, a contract is drawn and executed. The contract will contain the terms, conditions, and methods of payment. Note: Substitution of products will require prior PBCHA approval.