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BID SUBMITTAL INSTRUCTIONS BID SUBMITTAL INSTRUCTIONS A. OPTIONAL PRE -BID MEETING AND JOB WALK: An optional pre -bid meeting and job walk will be held on July 18, 2023 at 11:00 AM at: Memorial Park 2102 S. Flower St. Santa Ana, CA 92707 This informational meeting will be held to allow for site inspection and questions or clarifications of a technical nature and those concerning the City's solicitation process and subsequent contract award. Prospective Bidders should be familiar with this IFB prior to attending this meeting. Prospective Bidders are encouraged to RSVP on PlanetBids prior to this meeting. B. QUESTIONS Any questions concerning this bid request must be submitted in writing through the City of Santa Ana's (City) electronic bid management system at http://www.planetbids.com/portal/portal.cfm?CompanvlD=20137 by no laterthan the date and time specified on the cover page of this IFB. No verbal requests or requests made in any other format will be accepted. Questions must be submitted individually and not in a paragraph format nor combined in a single submission. All posted questions will be answered in writing and conveyed via written addenda to all Proposers via posting on PlanetBids under the "Addenda/Emails" tab. General process questions may be directed to the Bid Contact listed on the cover page of this IFB. C. COMMUNICATION No employee or agent of the City shall discuss or otherwise communicate with any vendor specific information related to a competitive bid process prior to bid closing, except as described above in the instructions for submitting questions to the City. This process allows staff to respond to all questions through a formal addendum process, whereby all potential bidders receive the same information at the same time. However, general process questions regarding an open bid may be directed to the Purchasing contact listed on the cover page of this IFB at any time. D. BID UPDATES All notifications, updates, and addenda will be posted on the City's bid management and publications system at www.planetbids.com/portal/portal.cfm?CompanvlD=20137. E. BONDS When deemed necessary by the City, Bid Bonds shall be furnished by all bidders in the amount of at least 10% of the bid, to guarantee that bidders will enter into contract to furnish goods at prices stated. A Performance Bond shall be required of the successful City of Santa Ana IFB No. 23-117A Page 3 of 21