For the online sealed bid reverse auction, only bidders who have been pre-qualified by Orbis will be permitted to participate. Orbis will provide the necessary administrative support to ensure the auction’s integrity is upheld. An event record will be maintained by Orbis, which will include all bids submitted by participating bidders.

The auction platform developed by Orbis is configured to ensure complete confidentiality; bidders will not have access to the identity or bids of other participants. The time, date, and auction number stamped at the top of this ITB will indicate the start of the auction process, and bidders will be notified accordingly.

Each bidder is allowed to submit a single sealed bid during the auction. Once submitted, bids cannot be revised or withdrawn. All bids must be submitted by an authorized representative of the bidding entity. The auction will close at the scheduled stop time as indicated in the ITB. After the auction concludes, the local government will receive a post-auction report (PAR) containing general auction details, a summary of submitted bids, and contact information for all bidders. It is then the sole responsibility of the local official to present their PAR to their respective governmental body for review and consideration.

All bids must be submitted as sealed bids through the online platform by the deadline specified in the ITB. Proxy bids may be submitted via email at info@orbisonline.com prior to the auction's start. Proxy submissions must be received no later than one hour before the scheduled end time.

Before the conclusion of the auction, bidders must ensure their complete and accurate bid documentation was submitted on the forms provided in this ITB. All prices and notations must be typewritten or printed clearly in ink. Erasures are not permitted. Any corrections must be crossed out, rewritten legibly, and initialed in ink by the authorized representative. Typewritten responses are strongly preferred. Each bid submission must clearly identify the registered trade name, stock number, and packaging details of the items included in the bid.

Before the conclusion of the auction, bidders must complete and submit the price bid and certification forms provided in the ITB. All requested information must be supplied exactly as specified in the solicitation. Product descriptions must be detailed enough to ensure precise identification of the goods or services being offered.

The certification document must be signed by an authorized representative, attesting that the bidding entity can and will comply with all requirements of the solicitation. Failure to complete and submit the certification document may result in disqualification of the bid.

Failure to comply may cause the bid to be rejected, improperly evaluated, or deemed non-responsive.

Unit prices shall include all costs, and unless otherwise specified, shall be F.O.B. Destination. Unit prices shall prevail in the event of an extension error. All unit prices shall remain firm for the initial term of the executed agreement with the exception that should a seller, during the term of the agreement, offer to another buyer, pricing for similar product, quantity, or service more favorable than pricing given to these local governments, that the seller shall offer same pricing to these local governments, with the same effective date, granted to the other buyer. Unit prices given by respondent shall include all costs required to implement and actively conduct cost control and reduction activities.

Delivery of product will be, “delivered, As Needed,” pursuant to the product specifications spelled out per this ITB, and will be delivered within 10 days from receipt of order or as specified in the contract between vendor and the buyer. Delivery time, if stated as a number of days, shall mean "calendar" days. All product must be, delivered and accepted by the term of the agreement mentioned in line item #8 of the “Instructions to Bidders” section, released back to the supplier, or other arrangements made between the two parties (buyer/seller) set forth in the agreement. The local governments listed above reserve the right to question and correct obvious errors.

The specifications included in this solicitation are intended to identify the kind and quality of goods and/or services to be provided without being unnecessarily restrictive, and as required to provide the information needed for the development of consistent and comprehensive bids. Equipment brand names, models and numbers, when given, are intended to identify a level of quality, equivalent performance and dimensional specifications, and are for reference only, unless otherwise specified in the solicitation.

Failure to examine any drawings, specifications, and instructions will be at the respondent's risk. Items included in the bid shall meet the specifications and requirements set forth by the solicitation.

Respondents are to submit one bid online and mail one original (with wet signatures) of all bid documents. The submittal shall include all information requested by the solicitation, and utilize without modification the forms provided by the solicitation.

The mailed original of the Bid(s) must be received and time stamped at the location within 72 hours of the close of the bid as defined by the ITB. Late bids will not be accepted, or will be returned unopened.
Note: for each local government you only need to submit the bid certification page and the page which shows your bid amount (per ton) for the local government you are submitting the bid for (2 Pages). You can fax or email in your initial paperwork as long as it arrives in the local government office within 72 hours after the auction closes.

All bids must be signed by an authorized agent of the respondent and submitted in a sealed envelope marked or labeled with the respondent firm name, solicitation number, title, solicitation due date and time, to the location and not later than the time/date specified by the ITB.

NOTE: Bids and modifications received after the closing time specified will not be accepted. The lowest price you bid during the online bidding event must match the paper work you submit. Failure to abide by these rules can be considered grounds for disqualification.

Failure to comply with the solicitation requirements may be cause for the respondent’s bid to be rejected as non-responsive.

Results of this procurement will not be given in response to telephone inquiries. Interested parties are invited to notify the respective auction participant for a copy of their post auction report (PAR) by submitting an open records request per Kentucky Revised Statue (KRS) open records / open meeting laws.

No oral interpretations or clarifications will be made to any respondent as to the meaning of any of the solicitation documents.

If a prospective respondent believes a requirement of the solicitation documents to be needlessly restrictive, unfair, or unclear, the respondent shall notify each local government’s finance officer in writing identifying the issue with suggested solution prior to the closing time set for receipt of the solicitation bid. Responses from each local government will be made by written addendum and sent to all known potential respondents. Issues identified less than 8 days prior to the solicitation opening date may not be answered.

Each local government will execute an agreement with the successful respondent by issue of a contract. The respondent agrees to establish, monitor, and manage an effective administrative process that assures compliance with all requirements of the agreement. In particular, the respondent agrees that they shall not provide goods or services in excess of the executed agreement item, item quantity, item amount, or agreement amount without prior written authorization by amendment or change order properly executed by the local government. Any items provided in excess of the quantity stated in the agreement shall be at the respondent’s own risk. Respondents shall decline verbal requests to deliver items in excess of the agreement and shall report all such requests in writing to each local government purchasing department within 1 workday of the request. The report shall include the name of the requesting individual and the nature of the request.

In the event there are variations or conflicts between these instructions and the special terms and conditions, the special terms and conditions shall govern