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fulfill, but not exceed the requirements for which the items and/or <br />services are intended. Specifications are prepared by the ordering <br />department with input from the Purchasing Agent to ensure that the <br />products purchased meet the need. Brand names or equal should only <br />be used when no other description would be equally satisfactory. <br />b. A pre-bid conference may be scheduled to review specifications, <br />pertinent terms and conditions, and to answer vendor questions <br />pertaining to the bid 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 <br />or 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 <br />all bids received is made and retained in the Purchasing Office files and <br />is available for public inspection upon request. Cabarrus County <br />regularly uses discretion to determine if certain bids are acceptable or <br />need clarification. Before the lowest responsive, responsible bidder can <br />be determined, a thorough evaluation of all bids is conducted after the <br />bid opening. No statement about the apparent successful bidder is <br />required at bid opening. Any deviation or omission in a bid is reviewed <br />on a case-by-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 <br />County reserves the right to waive formalities and technicalities and to <br />make awards according to the best interest of the County. <br />f. A recommendation for award is submitted to the Board of <br />Commissioners at a regularly scheduled meeting. The governing body <br />may accept or reject any or all bids. <br />Page 19 of 48 <br />F-5 <br />Attachment number 1 <br />Page 84 <br />