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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - Award - OA4 Policies & Procedures Vendors 2004
- YEAR CREATED: 2004
- ENTITY TYPE: K-12
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document provides information about the purchasing procedures and policies of Prince William County Public Schools (PWCPS). The document mentions that PWCPS has received various awards and accreditations for its outstanding purchasing practices. It also provides a website link for vendors to access information related to online vendor registration, frequently asked questions, purchasing staff, solicitation/awards, master agreements/contract summaries, purchase order terms and conditions, and general terms and conditions.
The document states that the Supervisor of Purchasing has the authority to enter into contracts for the procurement of goods and services, and this authority is delegated to all Budget Holders to issue Decentralized Purchase Orders (PDs) and make procurement card purchases up to $5,000. Budget Holders are also delegated the authority to issue and approve Master Agreement (DO) release orders less than $50,000 for contract purchases.
Vendors are encouraged to visit the Purchasing Department, and appointments with a buyer can be scheduled from 9:00 am to 3:00 pm, Monday through Friday. Vendors are also encouraged to provide line cards, catalogs, and price lists of the goods or services they provide.
Vendor registration is required, and vendors must complete the registration process online. They are responsible for keeping their information current, including company name, address, billing address, telephone numbers, and the goods or services they wish to furnish.
On complex or high-value procurements, there may be a requirement to attend a pre-bid or pre-proposal conference, which may be mandatory for submitting a bid or proposal. The document emphasizes that no person or vendor who prepares a bid or proposal for PWCPS should submit a bid or proposal for that procurement or disclose non-public information to any bidder or offeror.
The document provides information about the acceptance of facsimile bids for small purchases but states that facsimile or electronic bids are not accepted for formal sealed bids. It also mentions the payment terms and the requirement to address invoices to the correct school or department to avoid payment delays.
Procedures for protesting the award or decision to award a contract are outlined, and the document specifies that competitive bids or proposals must be received by the specified date and time in the Purchasing Department. It also mentions the availability of purchase order terms and conditions and general terms and conditions on the PWCPS Purchasing website.
The document states that the Purchasing Department will announce the results of solicitations by issuing a purchase order or posting a Notice of Intent to Award or Notice of Award on the public bulletin board outside the Purchasing Department and the PWCPS Purchasing website. It notes that PWCPS does not routinely notify unsuccessful vendors. Finally, it mentions that PWCPS is exempt from federal and state taxes, and state exemption certificates can be provided upon request by the vendor.