Rappahannock County, VA Purchasing

[1]

Editor's Note: For statutory provisions dealing with counties which have adopted their own purchasing procedures, see Code of Virginia, §§ 11-41C, 11-41.1, 11-49, 11-51, 11-54 and 11-56 through 11-61.

[1]

Editor's Note: This ordinance was readopted 12-2-1996.

[1]

Editor's Note: This ordinance was readopted 12-2-1996.

[1]

Editor's Note: This ordinance was readopted 12-2-1996.

[Amended 7-6-1994;[1]; 12-4-2017 12-6-2021]

For goods and nonprofessional services purchases not exceeding $10,000. The purchasing agent may make such purchases by obtaining prices in whatever manner he deems expedient, including by telephone. At least two prices shall be obtained unless the purchasing agent cannot reasonably locate more than one supplier. The purchasing agent may accept the lowest price. No writing shall be required in this situation, except the purchasing agent shall keep written notes of who he obtained prices from, what they were, the date each price was obtained and which supplier was chosen to supply the goods and services sought. In obtaining bids, a bidder shall not be told the amount of any other bids made until all bids are received and he shall not thereafter be allowed to lower or modify his bid.

For goods and nonprofessional services purchases of more than $10,000 but not exceeding $25,000.

(1)

The purchasing agent shall prepare an informal request for bids/proposals.

(2)

Persons known to supply such goods or services shall be contacted and asked to submit bids. Initial contact may be by any mode, but to be a qualifying bid/proposal, a bid/proposal shall be made in written form. At a minimum, bids/proposals shall be solicited from persons who have supplied their names and addresses to the purchasing agent for placement on a bidder's list for the type of goods and services sought. An attempt shall be made to obtain at least two bids/proposals, though two bidders/offerors are not required if no other supplier of the goods and services is reasonably available.

(3)

A copy of the informal request for bid/proposals, filled out by the purchasing agent, shall be posted on the Courthouse bulletin board for at least seven days before the due date for bids.

For goods and nonprofessional services purchases of more than $25,000 but not exceeding $200,000.

(1)

The purchasing agent shall prepare a formal invitation for bids (IFB) for goods or request for proposals (RFP) for nonprofessional services. IFBs and RFPs shall require sealed bids/responses to be opened on a clearly defined due date and time.

(2)

In addition to the advertisement requirements listed in Subsection B(2), IFBs and RFPs must be advertised on the County website (or equivalent) and when deemed appropriate by the purchasing agent listed in the local newspaper or on the statewide purchasing website (such as eVA).

Professional services. Pursuant to § 2.2-4303.G of the Code of Virginia, local purchase procedures may allow for single or term contracts for professional services without requiring competitive negotiation, provided the aggregate or the sum of all phases is not expected to exceed $80,000.

(1)

For professional services purchases not exceeding $25,000, the purchasing agent may select a professional services firm using the most administratively efficient process available that provides for competition wherever practicable.

(2)

For professional services purchases of more than $25,000 but not exceeding $80,000, the purchasing agent shall prepare an RFP that shall require sealed responses to be opened on a clearly defined due date and time with selection based on the offeror that demonstrates skills that are best aligned with those necessary to complete the work identified in the RFP. The RFP must be advertised on the County website (or equivalent) and when deemed appropriate by the purchasing agent listed in the local newspaper or on the statewide purchasing website (such as eVA). The selection process should be similar to, but is not required to follow, the competitive negotiation process outlined by § 2.2-4303.2 of the Code of Virginia.

Joint and cooperative procurement. Pursuant to § 2.2-4304 of the Code of Virginia, the purchasing agent may participate in joint and cooperative procurement as defined therein to satisfy purchasing requirements. The use of joint or cooperative procurement methods does not change the established purchase award requirements.

Sole source and emergency procurement. The purchasing agent may make or recommend award of small purchases by sole source or emergency procurement only after following the procedures of § 2.2-4303.E and F of the Code of Virginia. In both cases, the purchasing agent shall issue and post on the County website a written notice identifying that which is being procured, the contractor selected, and the date on which the contract was or will be awarded. The use of sole source or emergency procurement methods does not change the established purchase award requirements.

Purchase award.

(1)

For any goods or services the cost of which is not more than $25,000, the purchasing agent shall have authority to award the contract. For purchases in excess of $25,000, action by the Board of Supervisors shall be required in order to award the contract.

(2)

The purchasing agent shall not make awards unless there has been an appropriation of adequate dollar value previously made by the Board of Supervisors and there remains adequate budget capacity for the expenditure.

(3)

The purchasing agent shall prepare a standard set of general and special conditions that shall apply to every purchase award exceeding $10,000. The conditions shall be available for review and inspection at the office of the County Administrator and be posted on the County's webpage.

[1]

Editor's Note: This ordinance was readopted 12-2-1996.