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How-To

(revised 3/23/01 to specify delivery at campus post office)

Clarification
This "How-To" page tells you how to assemble and present your Proposal. The Submittal Document Checklist tells you what to assemble and present in your Proposal. The Procurement Process module tells you about the Proposal and its place in the whole scheme of things.

Assembling the Proposal
Your Proposal will consist of a looseleaf binder containing the documents specified in the Submittal Document Checklist (tabbed as instructed there), plus a CD-ROM containing the electronic documents (identified as L1-L6 in the Checklist, and identified by document code in the Change Index). Five complete sets of the package (except one complete set only of items K-3 to K8) must be submitted; they may be any combination of "originals" and "copies" as long as at least one set is marked "Original".

Submitting the Proposal
All Proposals must be received no later than noon
on the Due Date found in the Timetable.

Send and "Original" plus three additional sets (4 total) to:
Office of Procurement
(Deliver to Campus Post Office)
955 LaPaz Rd
Santa Barbara CA 93108

Send one additional set to:
CampusCounsel
2-223 Rebecca St
Oakville, Ontario, Canada L6K 3Y2

Identifying Proposed Changes to the Specifications
The ideal Proposal would contain no changes to the primary bid modules, and no alternates. The reality, however, is that you'll likely find some things in our spec's that you think should be different. Here's how to present them:

A) Things that only enhance or augment the program will be described in items B thru J. Where helpful, they may be cross-referenced to related paragraphs in the primary bid modules.
B) Things that, in order to be accomplished would require a change to something in the primary bid modules, must be edited into those documents electronically.
C) Things that would involve any cost or detriment to College, risk for College, or responsibility of College, if not affecting the contents of [and thus edited into] the primary bid modules, must be described in item A-7.

Editing the Primary Bid Modules
Four narrative documents are to be downloaded from this website, edited (if necessary), and then returned to us with your Proposal. These are: Program Features [1pf]; Operational Responsibilties [2or]; Legal Framework [3lf]; Pricing [4pr]. The alphanumerics in brackets are the DocCodes for each.

Be sure you are working from the "02" version of these files!!

If you have changes to those documents you'd like us to consider, make the changes directly in the document/s; your changes will be flagged for easy reference. Whether or not you make changes, each of these four documents must be submitted on CD-ROM in your Proposal package.

Your files must be named like this: CompanyDoccodeDate
For example: Acme2or03-10-01.doc

(The Procurement Process module is for your information; it should not be returned with your Proposal.)

Editing the Primary Bid Spreadsheets
Two spreadsheets are to be downloaded from this website, completed, and then returned to us with your Proposal. The Templates [4tm] and Benefits Summary [4bs] spreadsheets each contain several worksheets, and include instructions.The alphanumerics in brackets are the DocCodes for each.

Be sure you are working from the "02" version of these files!!

If this is not adequately explained, email Troy Harris with a request for clarification. These two spreadsheets must be edited and submitted on CD-ROM in your Proposal package.

Your files must be named like this: CompanyDoccodeDate
For example: Acme4tm03-10-01.xls

(The FoodRate spreadsheet is for your information; it should not be returned with your Proposal.)

Alternate Proposals
Alternate proposals, if any, should be in the same binder in a separate section following your primary Proposal, and should be in the form of a summary of any differences from your primary Proposal.

An alternate must be very succinct; it could be on a single sheet. Changes affecting any response in your primary Proposal must be indexed. To illustrate, if your alternate involved only changes to your responses on items B-1 and E-3 and an amendment to OR-3.2.2, plus a revised handful of cells in the Templates spreadsheet, then a single page describing those changes and referencing them to the items affected would suffice. We would be disinclined to consider an alternate proposal that could not be that simply articulated.

Effect of Alternates
You are not required to offer any revisions or additional options, and your prospects for award will actually diminish as the number of revisions and/or options proliferates. You don't have to have zero revisions or alternates, they should simply be minimal. We will not be obliged to review any but your primary Proposal, so that should be the one which in your judgment best suits our needs as you perceive them. (See the Procurement Process module for a bit more information on alternate proposals.)


 

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