Hampshire Councilors

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What We Do

Gather consensus for quality of product to specify

Develop a schedule to accommodate all project deadlines

Provide direction for members in compiling lists of needs

Establish ground rules for delivery (to be listed in specifications)

Develop minimum criteria and general specifications

Compile product specifications

Prepare invitations to bid

Organize the collective list of items to be bid

Advertise and post legal notices

Develop a list of vendors

Send bid package to vendors and members

Answer any questions vendors may have regarding the bid package

Open the sealed bids on the due date

Determine responsive from non-responsive bids

Prepare price comparison sheets

Analyze price tabulations

Determine who qualifies for submission of samples, when necessary

Coordinate the submission of samples for review

Organize and runn the award meeting with members

Render opinions based on past knowledge and experience in helping members to determine what is the best buy

Develop awards lists

Compile awarded vendor terms, addresses, telephone numbers and instructions for members to process purchase orders for the desired goods or services

Make sure all legal requirements have been adhered to

Maintain records for duration of the required legal limit

Follow through with the renewal process at the end of the contract in the event that such a clause has been incorporated into the contract

All other related liaison duties required for a smooth operation of the bidding and buying process related to the bid package