NOXUBEE COUNTY BOARD OF SUPERVISORS
MACON, MISSISSIPPI
BID INSTRUCTIONS
OFFICE OF JANET ABRAMS, COMPTROLLER
505 JEFFERSON STREET
MACON, MS 39341-3003
The Noxubee County Board of Supervisors reserves the right to accept any bid, waive formalities, and reject and/or all bids.
SPECIFICATION RESPONSE
All interested parties are required to submit a response to the specifications for any piece of equipment they intend to bid upon. This response must include verification in writing that the bidder meets or exceeds all items included within the specification. Exceptions to those specifications and any special considerations the bidder wishes to include may be written or attached at the end of the document. Bidders may use a highlighter on any item they wish to address at the end of the document.
Any exceptions or variations from the specifications must be clearly indicated at the end of the individual specification. List the exceptions or variations in enough detail to enable the Board of Supervisors to make an accurate evaluation of the exceptions or variations. Unless indicated otherwise on the specification, the equipment is required to be delivered in absolute compliance with the individual specification.
1 – Bidders are responsible for reading all instructions and equipment they intend to bid upon.
2 – Original signatures must accompany all bid responses. Bids submitted unsigned or with photocopied signatures will be deemed incomplete and invalid and may not be considered. Alternatively, bidders may submit a specification response via email, provided that an IP address can be tracked.
3 – Bidder’s contact information, including company information, submitting bidder’s name and contact information must be clearly and legibly printed on the outside of the envelope in which the specification response is sent.
4 – All Specification Responses must be returned by Monday, February 22nd, 2010 at 5:00 PM, local time (CST), to the following address:
Janet Abrams
Comptroller
Noxubee County Board of Supervisors
505 Jefferson Street
Macon, MS 39341-3003
5 – DO NOT INCLUDE PRICING WITH YOUR SPECIFICATION RESPONSE. BIDS WILL ONLY BE TAKEN ONLINE THROUGH SOUTHERN PROCUREMENT SERVICES REVERSE AUCTION PLATFORM.
6 – All bidders must pre-register with Southern Procurement Services by directing their Internet browser to the following address: http://tools.southernprocurement.com/conregister.php. Bidders may request an electronic bid package by email at or download the entire package from the bid site after registration and approval. Please include all contact information for both the individual who will be performing the online bidding, and the equipment specifications you are interested in receiving. In addition, all bidders must complete routine Supplier Training, which will be scheduled with Southern Procurement Services between March 1st and March 10th, 20010. Bidders are solely responsible for completing the short training session, which will enable them to utilize the web-based software to place and adjust sealed bids. In order to participate in the bid process, bidders must execute the Southern Procurement Services Supplier Agreement without exception. Buyers are solely responsible for their own Internet access.
7 – Bidding will begin on Monday, March 1st promptly at 10:00 AM local time (CST). Southern Procurement Services will instruct each bidder as to how to log on to their web-based software to participate.
8 – Awarded bid items that are received by the Noxubee County Board of Supervisors and invoiced correctly by the end of the month will be processed and sent to the Noxubee County Board of Supervisors for approval the second Tuesday of the following month. Checks cannot be issued until the Noxubee County Board of Supervisors approves purchases.
9 – Bid Prices will be F.O.B Noxubee County Board of Supervisors to the site location of its choosing within the county limits.
10 – Bid prices will include fees due to Southern Procurement Services.
11 – The Noxubee County Board of Supervisors is exempt from Federal excise taxes and state and local use taxes. Bidder’s price submitted online shall not include such taxes.
12 – All specifications are intended to be general in nature, and shall be considered minimum specifications. The Noxubee County Board of Supervisors shall retain the right to grant exceptions to specifications in its sole and absolute discretion.
13 – Bidding will begin promptly at the appointed time as set forth in section 7. After all bidding has ended, no changes in bid prices shall be allowed or other provisions of the bid that may be prejudicial to the interest of the Board will be permitted.
14 – All bids will be evaluated and the award made to the lowest and best responsible bidder whose bid conforms to the specifications as interpreted and allowed by the Board of Supervisors and whose bid is considered to be the best value. The Board further reserves the right to reject any and all bids, in whole or in part, to waive technicalities and to contract for services, which, in the Board’s opinion is best suited for the intended work.
15 – Bidders agree that suppliers awarded bids with the City of West Point shall pay a 3% transaction fee to Southern Procurement Services in accordance with the Terms of Use agreement each bidder must accept prior to utilizing Southern Procurement Services’ Reverse Auction Platform.
16 – For a copy of Bid Tabulations, bidders must include a self-addressed, stamped envelope with their specification response. NO BID RESULTS WILL BE GIVEN BY TELEPHONE OR FAX. Alternatively, once the bids are awarded by the Board of Selectmen, bidders may contact Southern Procurement Services at for a free bid tabulation report which will be sent via email within 48 hours of the bid.
17 – These bid instructions shall be applicable to all bids for the Noxubee County Board of Supervisors which relate to the purchasing of heavy equipment, which is scheduled to take place on March 1st, promptly at 10:00 AM local time (CST).
For questions concerning Southern Procurement Services Reverse Auction Platform, please direct emails to .