Invitations to Bid – City Contracts

Instructions for Electronic Bid Submissions

I. Electronic Bid Submission is defined as the prospective bidder’s access for the purpose of submitting formal sealed bids/quotes/proposals to the City of South Bend by electronic mail.

II. Electronic bids/quotes/proposals shall be submitted to: bids. This is a confidential, reserved address for bid/quotes/proposal submittal only (Reserved Mailbox). All other communications should be addressed specific to the intended recipient.

III. The SUBJECT LINE of the transmittal must list the Title of the Project as described in the Notice to Bidders and Specifications, and the Project Number (where applicable). The message body shall contain the company/individuals name, address, point of contact email address and phone number. Submission of bid documents shall be in the form of an attachment using one or a combination of the formats listed in section IV of this page.

IV. Electronic bid/proposal formats shall be any combination of the following formats: Microsoft Word, Microsoft Excel, or Adobe Acrobat. Multiple document submissions shall be submitted in one single message. Example: if you have one bid submission that includes a Microsoft Word document and a Microsoft Excel spreadsheet, both must be attached to the one message. Submissions received in any other format not listed above may be rejected.

V. Submitted bids/quotes/proposals shall be in accordance with the date and time set forth in the Notice to Bidders and Specifications. Any bids received after the listed closing date and time shall not be considered. The City of South Bend is not responsible for equipment or software failure that may cause delays or non-delivery. Samples will not be accepted except in the case if samples are requested to be provided in the bid/proposal/quote solicitation, colored scanned images may be submitted.

VI. The City of South Bend is not responsible for electronic bids/quotes/proposals containing viruses that cannot be eradicated, or that are corrupted as a result.

VII. Following the opening of the bids/quotes at the publicly scheduled date and time of the Board of Public Works meeting, the Board Clerk will download the applicable contents of the Reserved Mailbox to the City website at southbendin.gov/openingofbids.

Construction Bids

You must be an approved Pre-Qualified Responsible Bidder for all Construction Bids $150,000 or higher.

Pre-Qualification Application

Construction Bids are available from the ARC Indiana PlanWell where you can:

Register for Bids and Order Plan Sets
View Planholders List
View Plans / View Job Information
Receive addenda notification
Complete the bid form provided with each Plan Set prior to submitting your bid.

Please read the Design & Construction Standards and Prevailing Specifications for Public Works document prior to bidding on City construction projects.

Request for Proposal, Vehicle, Equipment & Miscellaneous Bids

It is the responsibility of all bidders on the Proposal, Vehicle, Equipment & Miscellaneous bids to complete the Bid/Proposal Interest Form for all bids listed below. This list does not include construction bid opportunities that are or were posted on the ARC Indiana PlanWell website (see Construction Bids section above). Bids for projects listed at ARC Indiana Planwell do not register here, you must register on ARC’s website.

Any and all future addenda or information regarding the bids listed below will be sent ONLY to those bidders registered below. Take 30 seconds to fill out the Registration Form to receive automatic updates per addenda. To receive any changes in requirements, bidders must register for each bid below in which they submit a bid. 100% of awarded bids have gone to registered bidders.

By failing to register, you risk your bid being deemed non-responsive and being rejected by the Board of Public Works. The Board of Public Works is not responsible, in any manner, for the completeness and responsiveness of a prospective bid. If you have any questions regarding this policy, please contact the Department of Engineering at 574-235-9251.