DOCUMENT

POL - Purchasing Resolution (Manual) 2008

  • YEAR CREATED: 2008
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: POL - Policies/Procedures
This document provides detailed procedures and guidelines for the bidding and awarding of contracts by the Purchasing Agent for public highways maintenance. It outlines various aspects of the process, including bid withdrawal, evaluation criteria, contract pricing arrangements, and preferences for local and recycled content. The document states that a bidder may withdraw their bid if it was substantially lower than other bids due to a clerical mistake, as long as it was submitted in good faith. The bid withdrawal procedure must be clearly stated in the advertisement for bids. Additionally, the document explains the bid withdrawal procedures for contracts other than construction contracts. The evaluation of bids is based on the requirements specified in the invitation, which may include special qualifications, life-cycle costing, value analysis, and other criteria. The lowest responsible bidder is selected based on their ability, capacity, skill, financial resources, and previous performance. Factors such as compliance with laws and ordinances, ability to provide future maintenance and service, and financial standing are also taken into consideration during the evaluation process. Bids are awarded to the lowest responsive and responsible bidder, and multiple awards may be made if specified in the invitation. However, if the bid from the lowest responsible bidder exceeds the available funds or is considered excessive, negotiations may be conducted to obtain an acceptable contract price. In cases where tie bids occur, preference is given to goods, services, and construction produced in Culpeper County or Virginia. If necessary, preference is also given to goods with the highest amount of recycled content. This highlights the commitment to supporting local businesses and promoting sustainability. The document also mentions the possibility of multi-step sealed bidding, where initially unpriced offers are submitted, and technically acceptable bidders are then invited to submit priced offers. This allows for a more comprehensive evaluation process and ensures that the best value is obtained for the contracts awarded.
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