Your company is pursuing work with a new client who requires electronic bid submission through their proprietary portal. Two hours before deadline, the system crashes and won't accept uploads. What should you do?
Correct Answer
B) Contact the client immediately to report the technical issue
Immediately contacting the client to report the technical issue creates a documented record of the problem and allows them to provide alternative submission instructions or extend the deadline. This protects your ability to participate in the bidding process.
Why This Is the Correct Answer
Contacting the client immediately creates a documented record of the technical issue and demonstrates due diligence in attempting to submit on time. This communication allows the client to provide alternative submission methods or potentially extend the deadline for all bidders. It protects your company's right to participate in the bidding process and shows professional responsibility. Without this communication, you risk being excluded from consideration entirely.
Why the Other Options Are Wrong
Option C: Deliver hard copies to the client's office before deadline
Waiting for system restoration and submitting late will likely result in automatic disqualification, as most bid deadlines are strictly enforced. This passive approach fails to protect your company's interests.
Option D: Wait for the system to be restored and submit late
Delivering hard copies without prior approval may not comply with the client's established bidding procedures and could result in rejection. Many clients require electronic submission for specific reasons including security and standardized formatting.
Memory Technique
Think 'CCC' - Contact Client Immediately, Create Communication record, Confirm alternative procedures
Reference Hint
Florida Building Code - Chapter 1, Administrative provisions regarding bid procedures and contractor responsibilities
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