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Document
Evaluation Committee Rules of Conduct
Year Created: 2025
DOCUMENT
POL - Procurement Policies and Procedures Manual - County 2003
- YEAR CREATED: 2003
- ENTITY TYPE: County
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Education and Training
The document provides information about the procedures and guidelines related to procurement, appeals, and disputes in the context of the Virginia Public Procurement Act (VPPA).
The document emphasizes the importance of periodically checking the performance of contractors involved in analysis and research projects, especially when the deliverable is a written report or document. If the contractor's performance is found to be below expectations, a "cure" notice should be given with specific guidance on how to improve. The document also highlights the responsibility of the department to follow up and expedite the procurement process to ensure that goods or services are provided according to the terms of the award documents. Any inappropriate performance by vendors should be reported in writing to the Purchasing Department.
In terms of appeals and disputes, the document explains the remedies available to vendors in case of protests on procurement actions. It states that the County has chosen not to establish an administrative procedure for hearing protests, and any bidder, offeror, or contractor refused permission to participate in bidding or competitive negotiation will be notified in writing with the reasons for the action taken. The Procurement Manager is responsible for issuing a written decision within ten days, which will be final unless the bidder or offeror institutes legal action.
The document also outlines the process for filing protests, appealing the denial of bid withdrawal, determining nonresponsibility of bidders, and protesting the award or decision to award a contract. It specifies the timeframes for submitting protests and the requirement for the protest to include the basis and relief sought. The Procurement Manager is responsible for issuing a written decision within ten days, which will be final unless the bidder or offeror institutes legal action. The results of the resolution will be incorporated into the Procurement Manager's decision.
Regarding disputes, the document states that contractual claims should be submitted in writing to the County Purchasing Office within sixty days after final payment, with notice of intention to file the claim given at the time of the occurrence or beginning of the work. The Procurement Manager's decision on the claim is required before legal action can be taken, and the decision will be final and conclusive unless legal action is initiated within six months.
Overall, the document provides a comprehensive overview of the procedures and guidelines related to procurement, appeals, and disputes in the context of the Virginia Public Procurement Act. It emphasizes the importance of monitoring contractor performance, outlines the process for filing protests and appeals, and provides guidance on resolving disputes.