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intended. Specifications are prepared by the ordering department with <br />input from the Purchasing Agent to ensure that the products purchased <br />meet the need. Brand names or equal should only be used when no other <br />description would be equally satisfactory. <br />b. A pre -bid conference may be scheduled to review specifications, pertinent <br />terms and conditions, and to answer vendor questions pertaining to the bid <br />process. <br />c. Addenda are prepared, if necessary, due to a change in the bid <br />specifications, or for additional clarification and sent via US Mail, email or <br />fax to all vendors on the original bid list. <br />d. All bids are opened and the total dollar amount with the corresponding <br />name of the company submitting the bid is read aloud. A tabulation of all <br />bids received is made and retained in the Purchasing Office files and is <br />available for public inspection upon request. Cabarrus County regularly <br />uses discretion to determine if certain bids are acceptable or need <br />clarification. Before the lowest responsive, responsible bidder can be <br />determined, a thorough evaluation of all bids is conducted after the bid <br />opening. No statement about the apparent successful bidder is required at <br />bid opening. Any deviation or omission in a bid is reviewed on a case -by- <br />case basis to determine the responsiveness of the bid. <br />e. Bids shall be evaluated based on the requirements and specifications set <br />forth in the Invitation for Bid, which may include criteria to determine <br />acceptability such as inspection, testing, quality, workmanship, delivery <br />and suitability for a particular purpose. No criteria may be used in bid <br />evaluation that is not set forth in the Invitation for Bid. Cabarrus County <br />reserves the right to waive formalities and technicalities and to make <br />awards according to the best interest of the County. <br />f. A recommendation for award is submitted to the Board of Commissioners <br />at a regularly scheduled meeting. The governing body may accept or reject <br />any or all bids. <br />Page 19 of 48 <br />Attachment number 1 <br />F -6 Page 91 <br />