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11. INSTRUCTIONS TO QUOTERS <br />1.0 QUOTE FORM <br />1.1 Quotes shall be submitted on forms identical to the form provided by the City. The <br />quoter shall make no alterations or additional stipulations on the quote form nor qualify <br />the quote in any other manner. Alteration of any part of the quote form content may <br />cause the quote to be considered non-responsive. <br />1.2 Complete sets of quote documents shall be used in preparing quotes. The City does not <br />assume responsibility for errors or misinterpretations resulting from the use of <br />incomplete sets of quote documents. <br />2.0 SUBMISSION <br />2.1 Deliver quotes to the City of Eugene Parchasing Office, 100 West 10'h Avenue, Suite <br />400, Eugene, Oregon 97401 or fax to (541) 682-6233 prior to the due date and time <br />indicated in the Request for Quotation or any extension thereof made by addendum. <br />3.0 QUOTE MODIFICATIONS <br />3.1 Any clarifications, modifications, substitutions or protests of the specifications or contract <br />shall be delivered to the buyer, in writing, no less than iwo (2) calendar days PRIOR to <br />the solicitation closing, and submitted separately from the solicitation response. <br />Contents of clarification, modification, substitution or protest should include the reason <br />and any proposed alterations. Clarifications, modifications, substitutions or protests <br />included with the response to the solicitation may cause it to be considered non- <br />responsive. <br />3.2 Whenever a process is designated or a manufacturer's name, brand, or item is <br />designated or described, it shall be understood that the words, "or equal" follow such <br />name, designation, or description, whether in fact they do so or not, unless no <br />substitution is stated in the specifications. Items quoted other than specified must be <br />determined by the buyer as an approved equal. Submit to the buyer no later than two <br />(2) calendar days prior to the quote closing intent to quote an approved equal. Include <br />detailed specifications, cut-sheets, and modifications necessary that would make the <br />proposed item equal to the desired specifications. <br />3.3 Approval of alternate materials and equipment shall rest solely with the City and all <br />quoters shall be notified of such approval by addenda prior to the quote closing. <br />3.4 Any written addendum issued which includes changes, corrections, additions, <br />interpretations, or information, and issued more than twenty-four (24) hours before the <br />scheduled closing time for filing quotes, shall be binding upon the quoter. <br />3.5 Quotes may be modified by written notification on company letterhead signed by an <br />authorized person, stating that the new document supersedes or modifies the prior <br />quote. <br />3.6 Quotes may be withdrawn by written notification on company letterhead signed by an <br />authorized person and received prior to the time and date set for quote closing. <br />