Exhibit E – Vendor Guidelines for Bid Submission via Email

Description

EXHIBIT E - VENDOR GUIDELINES FOR BID SUBMISSIONS VIA EMAIL 1. Purpose of These Guidelines Concord may post opportunities that allow vendors to submit their bids / proposals / responses (known as submissions) electronically via email. This document is intended to assist vendors in understanding: • • the risks associated with submitting an emailed submission; and the pitfalls that should be avoided if emailing a submission. NOTE: Vendors who deliver submissions via email do so at their own risk; Concord does not take any responsibility for any emailed submission that: • • • does not arrive on time; is rejected; or contains corrupted electronic files. 2. Risks Although emails are sent every day without incident, there are a number of risks that could occur and delay the receipt of an email. An email submission is deemed to have been received once it arrives in Concord’s Electronic Mail System. Emailed submissions that arrive late will not be considered, regardless of the reason, and vendors will not have the option to resubmit after the closing date and time. Following are some of the reasons that may delay an email, or cause an email to be rejected by Concord’s email system: 1. Delays can occur as an email moves from server to server between the sender and the recipient, meaning that the time when an email is received can be later – and sometimes considerably later – than the time when it was sent. Concord will consider the time that an email was received by Concord’s email system as the official time for any emailed submission. 2. Concord’s email system has technical and security limitations on the size and type of files that will be accepted. Emails containing attachments that exceed 30 MB cannot be accepted. 3. Concord’s email system has protocols whereby an email may be investigated as potential spam or containing a virus / malware. Such protocols may result in an email being sent to the recipient’s inbox late. 4. Concord’s email system has protocols whereby an email may be investigated as having Personally Identifiable Information (PII). An email determined by the system to contain PII or data of a similar appearance of PII will not be delivered. 5. Concord’s email system is designed to reject any email that is considered spam or that contains a virus or malware. On occasion, an email may be falsely flagged and rejected.