DOCUMENT

MODL - OA4 Strategic Plan Example 1984

  • YEAR CREATED: 1984
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: MODL - Model, Templates
The document is a resolution passed by the Board of Supervisors of Montgomery County, Virginia, at a special meeting held on February 14, 1984. The resolution pertains to the adoption of the Virginia Public Procurement Act and the establishment of written small purchase procedures for the county. The resolution states that the County Administrator is the principal public official for the county and may designate a responsible person to perform the duties of the Purchasing Agent. The Purchasing Agent will be under the direction and control of the County Administrator and will be required to give an official bond approved by the Board of Supervisors. All purchases or leases of goods, supplies, equipment, commodities, and services with non-governmental contractors must be made by means of a purchase order approved by the Purchasing Agent. For purchases or leases totaling $3,000 or less, the request must be submitted to the Department Head for approval. The Purchasing Agent is then authorized to secure bids or proposal prices, including at least three written or oral price quotations. If a recent bid proposal was submitted within the last 12 months and competitive purchasing procedures were followed, the Purchasing Agent may purchase or lease based on that proposal with the approval of the Department Head. In some cases, competitive procedures may include posting a notice in designated public areas or publication in a local newspaper for at least ten days. Proposals may also be solicited directly from potential vendors. For purchases or leases exceeding $3,000, competitive sealed bidding is required. The Purchasing Agent is responsible for all competitive sealed bidding, and the bids must be evaluated and approved by the Department Head and specifically approved by the Board of Supervisors. In case of an emergency, a contract may be awarded in an amount not exceeding $10,000 upon a written determination by the County Administrator or Constitutional Officer without competitive sealed bidding or negotiation. For contracts exceeding $10,000, the determination must be made by the Board of Supervisors. An emergency is defined as a breakdown of machinery or equipment, a threatened termination of services, a dangerous condition, or any circumstances causing curtailment or diminution of an essential service or the need for materials or services to prevent loss of life or property. The Purchasing Agent is tasked with writing rules, procedures, and forms to implement the policies outlined in the resolution. The Board of Supervisors will not honor any contract, invoice, or claim for payment for goods or services that were incurred in violation of the procedures set forth in the resolution. The purchasing policies and procedures outlined in the resolution are set to take effect on April 1, 1984, or as soon as possible thereafter.
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