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Document
Evaluation Committee Rules of Conduct
Year Created: 2025
DOCUMENT
POL - Practice-Purchasing Manual
- ENTITY TYPE: K-12
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Communications
- Education and Training
The document is a section from the VBCPS (Virginia Beach City Public Schools) Purchasing Policy and Procedures Manual. It provides information on name specification, samples, no substitutes, scope of services, contracts, and types of contracts.
The document explains that name specification refers to the use of a product's salient features, which are the inherent qualities required for the product to perform its intended application. These salient features should be stated in the specifications, and any alternative product must meet or exceed these requirements to be acceptable. It is recommended that vendors submitting alternative products also provide samples for evaluation purposes.
The document also mentions the possibility of specifying a brand name with a "no substitute" designation, which is acceptable in certain cases where it can be justified, such as when purchasing furniture or replacement uniforms that need to match existing ones.
In terms of scope of services, the document provides a list of information that should be included, such as general requirements, specific requirements, VBCPS-provided materials or services, deliverables, reports, and delivery dates, and service levels.
The document then discusses contracts, which are mutually binding legal relationships between parties. It emphasizes that contracts require careful oversight because there is no positive incentive for the vendor to control costs. An example of a contract type mentioned is a time and materials contract, which typically requires close monitoring to ensure cost control.
The document also outlines various types of contracts commonly used within VBCPS, including fixed price contracts, annual requirement contracts, percentage off list price contracts, a combination of fixed price and percentage off list price contracts, sole source contracts, and time and materials contracts.
Overall, the document provides guidelines and information on various aspects of purchasing and contracts within VBCPS, highlighting the importance of careful oversight in contracts and mentioning specific contract types, including the time and materials contract.