Page 411 - CityofHasletFY25AnnualBudget

2. Invitation for Bid/Request for Proposal Package

The IFB/RFP package should include all of the following items where applicable:

a. IFB/RFP Form (cover sheet) including:
• identification number (for vendor reference and tracing purposes)
• closing date and hour for receiving bids/proposals
• address and office where bids/proposals should be sent
• brief description of the supply, equipment or service
• bidder’s conference information
• information on when and where specifications may be reviewed or
obtained if not included in the package
• contact person

b. Standard Terms and Conditions
• (RFPs only) negotiating rights and requirements with respect to
clarifying, explaining and verifying any aspect of a proposal
submitted in response to an RFP.

c. Specifications: Clear and accurate descriptions of the technical
requirements for the material, good, product, supply, equipment or
service to be procured.
• The description may contain a statement of the qualitative nature of
the material, good, product, equipment or service; and
• set forth minimum essential characteristics and standards to which
the material, good, product, equipment or service must conform in
order to satisfy its intended use.
• The description should not contain features which unduly restrict
competition. “Brand name or equal” descriptions may be used as a
means to define the performance or other salient requirements of
procurement. When so used, the specific features of the named
brand which must be met by bidders/offers should be clearly
specified.

d. Price Proposal
The vendor quotes prices in accordance with the specification
requirements on the offer and acceptance page. Prices are usually
provided by unit and the total cost for the estimated amount
required.

3. Opening

Bids and proposals must be received by and publicly opened on the date and
time specified by the IFB/RFP. Late submissions will not be considered for
award.

Purchasing Policies Page 16

Haslet Adopted Budget FY 2024-2025 409