Terms, Conditions & Rules

Once you become and IndyGo vendor, you will be required to adhere to our standard terms and conditions, which are as follows:

Solicitation Time:

Generally, there’s a 30-day period between the time solicitations are issued and bids/proposals are due back to IndyGo. This may very dependant upon the complexity of the solicitation involved.

Bid/Proposal Deadlines Must Be Met:

IndyGo does not allow for exceptions. Under no circumstances will any response be accepted later than the time or date detailed, or at any other location than that specified. This restriction includes failure of a private delivery service or the United States Postal Service to deliver documents as required.

Addendums:

When there are official changes to a solicitation, vendors are required to acknowledge receipt of the addendums. Failure to do so could result in rejection of the offer.

Pre-Bid/Proposal Conferences:

Held in most cases, these conferences provide an opportunity for vendors to ask questions about a solicitation. Also, this is an excellent networking opportunity for prime vendors and subcontractors.

Prompt Payment Discounts:

IndyGo makes every effort to take advantage of prompt payment discounts offered by vendors; however, in direct relation to the complexity of each procured project and the ability to realistically exercise the discount(s) offered, they may or may not be considered in evaluating bids/proposals.

Do Not Provide Extraneous Information:

Do not include promotional or other extraneous materials along with bids/proposals unless IndyGo asks for them. Extraneous items may serve to “change” the solicitation and cause offers to be rejected. Always call the IndyGo Contract Specialist in advance if you wish to include something “extra” in your bid/proposal.

Exceptions Not Allowed:

Vendors who submit bids/proposals and take exception to the solicitation terms and conditions or otherwise condition their offer price run the risk of having their offers rejected.

Restricted Communications:

Unless otherwise authorized in IndyGo’s solicitation packages, vendors should restrict their communications with IndyGo to only those persons specified in the solicitation package, generally the assigned contract specialist. Communications by vendors with unauthorized personnel (technical representatives or board members) could lead to rejection of your bid/proposal.

Public Bid Openings:

Bids are publicly opened 15 minutes following the submission deadline. Vendors are welcomed to attend. Proposals, however, are not opened publicly.

Pre-Award Surveys:

Frequently pre-award surveys are required prior to contract award. They vary in complexity depending on the item being purchased, IndyGo’s prior experience with a vendor, etc.

Award Announcements:

Notices to unsuccessful vendors are emailed routinely and provide the name of the successful vendor. Additional information, such as the successful vendor’s bid/proposal price may generally be obtained by written request to the contract specialist.

Proprietary/Confidential Data:

IndyGo encourages vendors to mark any section of their offer which contains proprietary and/or confidential data. If the data qualifies under federal, state or local law/regulation as “non-releasable,” IndyGo will not share it with persons outside of IndyGo.

Debriefings:

IndyGo strives to discuss with unsuccessful vendors how it might be improved for future procurements but only upon request. Please note that debriefings do not include comparisons among vendors except in the most generic of categories.

Sunshine Laws:

IndyGo is legally subject to the Indiana Open Records Act. This means IndyGo will share information with vendors or the public, provided that IndyGo possesses such information, requests for information are received in writing, and it has not been determined to be proprietary and/or confidential. For RFPs, all proposal information is proprietary and confidential until at least contract award.

Protests:

Any interested party aggrieved or adversely affected in connection with any matter related to a solicitation, the award of any contract, or any dispute under any resulting contract may file a protest with IndyGo. IndyGo has internal procedures, consistent with applicable Federal and State regulations, governing such actions that may be provided upon request.

Construction Procurements:

There are some unique issues associated with construction solicitations:

  • Because of the expense involved in reproducing engineering drawings, most construction solicitations require a pre-paid, non-refundable fee. This fee is most often advertised well in advance of solicitation issuance.
  • Estimates are provided so that bidders have a feel for the magnitude of projects.
  • Bid, payment and performance bonds are required on most IndyGo construction projects.
  • Some construction projects include liquidated damages in the event contractors, through their own negligence, fail to meet construction schedules.

Common Vendor Errors:

Forgetting to sign the bid/proposal, taking exceptions to the solicitation, not acknowledging receipt of addendums, including promotional/extraneous information that serves to alter the solicitation requirements, not returning all required forms, not sourcing DBEs early on in the process and late delivery of bids/proposals.

Contract Performance

Post-Award Orientation:

Depending on the complexity of the work, IndyGo may opt to hold a post-award meeting with the successful vendor for the purpose of reviewing the contract requirements.

Authorized Personnel:

Contractors may not start or stop work, or accept directions to change work from any person at IndyGo other than persons designated as a “Contracting Authority” or otherwise in the Contract Terms and Conditions. Upon award of the contract, Contractors receive written correspondence naming these individuals.

Assignment:

Contractors are not permitted to assign in whole or part any part of their IndyGo contract or any monies due them without the prior written consent of IndyGo.

On-Time Delivery and Performance:

As any buyer of goods and services, IndyGo expects on-time delivery and performance on all contracts.

Invoicing and Payment Terms:

Only properly prepared invoices are accepted for payment. Invoicing instructions are contained in each contract. Payment terms are generally net-30 days unless other arrangements are contractually made.