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What is a bid tabulation, and how do I get the one for a county bid I just lost?

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  • A bid tabulation is a list of all bids received for an Invitation for Bid (IFB), typically showing the names of the bidders and their total proposed prices.
  • For county bids, it is generally a public record, but the exact process for obtaining it depends on local rules.
  • I've had to chase these down myself.
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I just lost a county mowing bid. It was an Invitation for Bid for grounds maintenance, NAICS 561730, no set-aside. The deadline was two weeks ago. The county purchasing office told me the bid tabulation would be posted on their vendor portal after award. I've been checking the portal every day, but I haven't seen anything. I want to see what the low bidder got wrong, or what I missed. What does a bid tabulation show exactly, and is it a public record I can request? How do I politely ask the county for it when it's not posted?

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asked Tom B. Construction estimator, public works · Phoenix, AZ · 225 rep

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A bid tabulation is a list of all bids received for an Invitation for Bid (IFB), typically showing the names of the bidders and their total proposed prices. For county bids, it is generally a public record, but the exact process for obtaining it depends on local rules. I've had to chase these down myself. If it's not posted on the county's state procurement portal as promised, you can send a polite email to the county purchasing office or the contracting officer. Ask if the bid tabulation has been finalized and if it can be provided, referencing the solicitation number and the date of the bid opening. The bid tabulation will show you the winning price and other bidders' prices, which helps you understand the market. You will not see what the low bidder "got wrong" on a bid tabulation; it only shows the prices submitted. You need to compare your own bid components to the winning total to figure out where you were off. County and school bids usually have simpler documentation than federal bids, so a bid tabulation is often the main thing you get after losing.

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answered Marcus T. Verified vendorOwner, janitorial and facilities firm · Columbus, OH · 390 rep
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A bid tabulation is a public record you can request at any time once the bids are opened, but the county purchasing office will not release it until after the award is made. Your local procurement code will specify the rules for public records requests. The county purchasing office is correct that a bid tabulation will be posted after award. You can submit a written public records request for the bid tabulation, referencing the solicitation number, and the county will have a set amount of time, usually a few business days, to respond. Marcus is correct that you will only see the prices on the bid tabulation. If you want to know what the successful bidder submitted beyond prices, you will need to submit a public records request for the full bid proposal.

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answered Helen M. Former county procurement analyst · Raleigh, NC · 250 rep
This is helpful. I will submit a public records request for the bid tabulation. I will also ask for the winning bid proposal, as I want to see more than just prices. · Tom B. ·

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Sign up to answerCite the FAR clause or procurement code where you can.

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