SECTION 340:2-13-87. Solicitation response submission

(a)   Solicitation responses may be submitted in person, by fax, e-mail, or mail service to the Oklahoma Department of Human Services (OKDHS). Responses must be received at the location and by the date and time stated on the solicitation. It is the sole responsibility of the supplier to ensure delivery requirements are met. OKDHS is not responsible for the receipt of late responses. Responses not received prior to the due date and time shown on the solicitation are deemed non-responsive, without exception.

(b)   The response must be:

(1)   submitted in strict conformity with the instructions to the supplier;

(2)   signed by an authorized representative of the supplier;

(3)   signed in ink with full knowledge and acceptance of all its provisions; and

(4)   typewritten or written in ink, and corrections must be initialed by a representative of the supplier prior to the submission of the bid. Penciled bids are not accepted.

(c)   The Department of Central Services (DCS) Form 004, Certification for Competitive Bid and/or Contract (Non-Collusion Certification), must be completed and returned.

(d)   All responses are stamped with the date and time upon receipt in the Contracts and Purchasing Unit.

(e)   Responses are reviewed after the designated date and time of closing by the appropriate Contracts and Purchasing Unit certified procurement officer (CPO).

(f)   Awards are made upon conclusion of the response evaluation.

(g)   Any questions pertaining to the clarification of the solicitation are directed to the CPO shown on the solicitation.

(h)   Any manufacturer, trade names, brand names, information, and/or catalog numbers listed in the specification are for information and are not intended to limit competition. The supplier may offer any brand which meets or exceeds the specification for any item(s). If necessary, the suppliers must explain in detail the reason(s) why the proposed requirements may be satisfied with a substitute product. Bids lacking any written indication of intent to quote an alternate brand are received and considered in complete compliance with the specifications as listed on the solicitation.

(i)   A response constitutes a legal offer which becomes part of the contract upon acceptance by OKDHS pursuant to OAC 340:2-13-88(i).

[Source: Added at 27 Ok Reg 1835, eff 7-1-10]