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Bradford West Gwillimbury

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​​​​​​​​​​Bid Irregularities

This list of irregularities should not be considered all-inclusive. The Bid Review Committee will review irregularities not listed and shall have authority to waive the irregularity or grant two (2) business days to remedy such irregularity.

Where, at the request of the Town, a bidder has been given two (2) business days to correct an irregularity and the bidder fails to make such correction within that time period, the bidder shall be deemed non-compliant and the bid rejected without further consideration.

For the purpose of this document, the following shall apply:
a) Bidder(s) shall also mean Proponent(s)
b) Bid(s) shall also mean Proposal(s)
c) Bid Form shall also mean Form of Proposal

Informal Bid Process (see below for Formal Bid Process Irregularities)​
​Item​ ​Irregularity​ ​Respo​nse
​1​Late bids​Automatic rejection​
​​​​2 ​ ​​Bid Form not signed or witnessed
Automatic rejection
​Bid Form signed by an authority to bind the company, but not witnessed​Upon notification, two (2) business days to witness or bid shall be rejected
​Bid Form witnessed, but not signed by an authority to bind the companyUpon notification, two (2) business days to sign or bid shall be rejected
​3
Incomplete Bid​Automatic rejection, unless:
a) the competitive bid opportunity state that partial bids are acceptable, and the bid is complete in respect to the portion of the scope of deliverable(s) bid on; or

b) in the opinion of the Procurement Division, the omission is of a minor nature and is remedied by the bidder within two (2) business days of notification. Incomplete pricing shall not be considered minor in nature and shall result in automatic rejection, with the exception of the irregularities stated in accordance with items 4 and 5.
​4
If a unit price has been provided but the corresponding extended total has been omittedThe extended total will be calculated from the unit price and the quantity specified, by the Owner.
​5
If an extended total has been provided but the corresponding unit price has been omittedThe unit price will be calculated from the extended total and the quantity specified, by the Owner.
​6
Mathematical errors which are not consistent with the Unit Price, such as tax calculation errorsUpon notification, two (2) business days to correct or bid shall be rejected
​7
Unit Price, which has been changed, not initialled but the corresponding extension is consistent with the amended Unit PriceUpon notification, two (2) business days to initial or bid shall be rejected
​8
Unit price, which has been changed, not initialled and the corresponding extension is not consistent with the amended unit priceAutomatic rejection
​9
Transfer of an amount from one part of the submission to another is incorrect or incompleteUpon notification, two (2) business days to correct or Bid shall be rejected
​10
​Incorrect security submitted:
a) Bid Bond, in the form, amount and irrevocability outlined in the competitive bid documents, not submitted
Automatic rejection, unless the Bid Bond submitted is in excess of the competitive bid document requirements
​11
Bid Bond not signed or sealed, as applicableAutomatic rejection
12
Alterations, additions, deletions or qualifying statements made to or provided with the Bid FormAutomatic rejection, unless in the opinion of the Procurement Division the statements provided do not qualify any pricing but are included for clarity purposes
13
Failure to have a representative in attendance and registered at a  mandatory site visitAutomatic rejection
​14
Bidder has not been previously prequalified under a related prequalification process, where applicableAutomatic rejection
​​15 ​ ​​Addenda have not been acknowledged:
a) which have financial implicationsAutomatic rejection
b) ​which have informational contentTwo (2) business days to acknowledge or bid shall be rejected

Formal Bid Process (see above for Informal Bid Process Irregularities)​
​Item​ ​Irregularity​ ​Respo​nse
​1​Late bids​Automatic rejection​

2
Incomplete Bid​Automatic rejection, unless:
a) the competitive bid opportunity state that partial bids are acceptable, and the bid is complete in respect to the portion of the scope of deliverable(s) bid on; or

b) in the opinion of the Procurement Division, the omission is of a minor nature and is remedied by the bidder within two (2) business days of notification. 
​3
​Incorrect security submitted:
a) Bid Security, as an e-bond, in the amount and irrevocability outlined in the competitive bid documents, not submitted
Automatic rejection, unless the Bid Bond submitted is in excess of the competitive bid document requirements
​4
Owner is unable to verify the e-bond authenticity​​Upon notification, twenty-four (24) hours to provide authenticity of the e-bond submitted with the bid.
5
Failure to have a representative in attendance and registered at a mandatory site visitAutomatic rejection
​6
Bidder has not been previously prequalified under a related prequalification process, where applicableAutomatic rejection
​​​7
Bid received is from a Bidder serving a suspension period in accordance with FIN-F18-025 Procurement Suspension ProcedureAutomatic rejection​
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