1. There will not be a scheduled bidder’s conference however; all questions must be submitted to Sharyn Thomas, Town Clerk, Town of Shrewsbury, at sthomas@shrewsburyma.gov. No later than January 10, 2023 at 4:30 PM. Answers will be provided by addendum via email.
2. The proposer must submit their proposal in separate sealed envelopes bearing on the outside the name and address of the Proposer, addressed to the Town Manager’s Office, 100 Maple Ave, Shrewsbury, MA 01545. The Five (5) Copies of the Technical Proposal must be properly filled out, signed, sealed and endorsed: “Electronic Voting Machines – Technical Proposal”. The one (1) copy of the Price Proposal must be properly filled out, signed, sealed and endorsed: “Electronic Voting Machines – Price Proposal”.
3. Telephone responses, emailed and faxed replies will not be accepted. No responsibility shall be attached to any person or persons for the premature openings of proposals not properly marked.
4. Proposals that are incomplete, not properly endorsed, or signed, or which are otherwise contrary to these instructions may be rejected as informal.
5. The Proposer will be bound by all applicable statutory provisions of law of the Federal Government, the Commonwealth of Massachusetts and of the Town of Shrewsbury.
6. All submitted proposals and associated price quotes must be guaranteed to the Town of Shrewsbury for a period of thirty (30) days from the date of the proposal opening. If a contract is to be awarded as a result of this RFP, it will be awarded within the thirty (30) day time period.
7. As provided by Massachusetts General Law, Chapter 64H, §6(d), purchases made by the TOWN OF SHREWSBURY are exempt from the payment of Federal Excise Taxes and Massachusetts Sales Tax; any such taxes must not be included in the quoted price.
8. The Town reserves the right to reject any and all proposals, and to make awards in a manner deemed in the best interest of the Town.
9. The Proposer will not be permitted to either assign or underlet the contract nor assign either legally or equitably, any monies hereunder, or its claim thereto, without the previous written consent of the Town of Shrewsbury.
10. All proposal prices stated must be firm.
11. Before submitting a proposal, each proposer must make a careful study of the specifications contained in this Request for Proposal document and fully assure themselves as to the quality, quantity and type of services/product that the Town is seeking to procure.
12. The proposal for this work must cover all contingencies, including all labor and materials, transportation, etc., necessary for the purchase and delivery/execution of the services/product required by the Town of Shrewsbury.
13. If proposers have any questions to ask about specifications or terms of this Request for Proposals, must be submitted to Sharyn Thomas, Town Clerk, Town of Shrewsbury, at sthomas@shrewsburyma.gov. no later than January 10, 2023 at 4:30 PM. No further consideration will be given after the proposal opening. A proposer may correct, modify or withdraw a proposal by written notice received in the Town Manager’s Office, prior to the time and date set for receiving of all proposals.
14. The specifications as detailed under part entitled TECHNICAL PROPOSAL SPECIFICATIONS shall constitute a part of the contract of purchase, as well as all conditions listed within.
