A.Â
The purchasing agent is authorized to prequalify bidders
prior to any solicitation of bids, whether for goods, services, insurance
or construction, by requiring prospective bidders to submit such information
as the purchasing agent shall deem appropriate, including samples,
financial reports and references; provided, however, that the opportunity
to prequalify shall be given to any prospective bidder who has not
been suspended or debarred under this policy.
B.Â
The purchasing agent may refuse to prequalify any
prospective contractor, provided the refusal is authorized by the
County and the written reasons for refusing to prequalify are made
a part of the record in each case. The decision of the County shall
be final.
C.Â
In considering any request for prequalification, the
purchasing agent shall determine whether there is reason to believe
that the bidder possesses the management, financial soundness and
history of performance which indicate apparent ability to successfully
complete the plans and specifications of the invitations for bid.
The purchasing agent may employ standard forms designed to elicit
necessary information or may design other forms for that purpose.
D.Â
Prequalification of a bidder shall not constitute
a conclusive determination that the bidder is responsible, and such
bidder may be rejected as nonresponsible on the basis of subsequently
discovered information.
E.Â
Failure of a bidder to prequalify with respect to
a given procurement shall not bar the bidder from seeking prequalification
as to future procurements, or from bidding on procurements which do
not require prequalification.
[1]
Editor's Note: See Virginia Code § 2.2-4317.
A.Â
Notice inviting sealed bids shall be published once,
in at least one newspaper of general circulation in the County, at
least 10 days preceding the last day set for the receipt of bids.
Such newspaper notice shall include a general description of the articles
to be purchased or sold, shall state where bid blanks and specifications
may be secured and the time and place for opening bids.
B.Â
The purchasing agent shall solicit sealed bids from
all responsible prospective suppliers who have requested their names
to be added to a bidders' list which the agent shall maintain, by
sending such notice as will acquaint them with the proposed purchase
or sale. In any case, invitations sent to the vendors on the bidders'
list shall be limited to commodities that are similar in character
and ordinarily handled by the trade group to which the invitations
are sent.
C.Â
The purchasing agent shall also advertise all pending
purchases or sales by notice posted on an appropriate public bulletin
board.
[1]
Editor's Note: See Virginia Code § 2.2-4301.
Unless otherwise provided in the invitation
to bid, the name of a certain brand, make or manufacturer does not
restrict bidders to the specific brand, make or manufacturer named.
It conveys the general style, type, character and quality of the article
desired and any article which the County, in its sole discretion,
determines to be the equal of that specified, considering quality,
workmanship, economy of operation and suitability for the purpose
intended, shall be accepted.
[1]
Editor's Note: See Virginia Code § 2.2-4315.
For complex equipment, supplies, construction
or repair, prebid conferences with prospective bidders are desirable
after draft specifications have been prepared. Such conferences help
to detect unclear provisions and tend to widen competition by removing
unnecessarily restrictive language. Conferences on purchasing bids
will be called by the purchasing agent and attended by the appropriate
departmental representative.
A.Â
Except in cases of emergency, all bids or proposals
for construction in excess of $100,000 shall be accompanied by a bid
bond, with corporate surety from a surety company selected by the
bidder, which surety is legally authorized to do business in the Commonwealth,
as a guarantee that if the contract is awarded to such bidder, the
bidder will enter into the contract for the work mentioned in the
bid. The amount of such bid bond shall not exceed 5% percent of the
amount bid. No forfeiture under such bid bond shall exceed the lesser
of the difference between the bid for which the bond was written and
the next low bid or the face amount of the bid bond.
B.Â
At the discretion of the County, bidders for contracts other than those specified in Subsection A above may be required to submit a bid bond, in an amount to be determined by the purchasing agent and specified in the invitation to bid, which shall be forfeited to the County as liquidated damages, upon the bidder's failure to execute a contract awarded to him or upon the bidder's failure to furnish any required performance or payment bond in connection with a contract awarded to him.
[1]
Editor's Note: See Virginia Code § 2.2-4336.
In lieu of a bid bond, a bidder may furnish alternate security as provided in § 16-14F upon written authorization by the County.
[1]
Editor's Note: See Virginia Code § 2.2-4338.
Bids shall be opened publicly in the presence
of one or more witnesses at the time and place designated in the invitation
for bids. The amount of each bid and such other relevant information
as the purchasing agent deems appropriate, together with the name
of each bidder, shall be tabulated and recorded. A tabulation of all
bids received shall be posted for public inspection.
[1]
Editor's Note: See Virginia Code § 2.2-4301.
A.Â
A bidder for a public construction contract, other
than a contract for construction or maintenance of public highways,
may withdraw his bid from consideration, if the price bid was substantially
lower than the other bids due solely to a mistake therein, provided
the bid was submitted in good faith and the mistake was a clerical
mistake as opposed to a judgment mistake, and was actually due to
an unintentional arithmetic error or an unintentional omission of
a quantity of work, labor or material made directly in the compilation
of a bid, which unintentional arithmetic error or unintentional omission
can be clearly shown by objective evidence drawn from inspection of
original work papers, documents and materials used in the preparation
of the bid sought to be withdrawn. If a bid contains both clerical
and judgment mistakes, a bidder may withdraw his bid from consideration
if the price bid would have been substantially lower than the other
bids due solely to the clerical mistake that was an unintentional
arithmetic error or an unintentional omission of a quantity of work,
labor or material made directly in the compilation of a bid, which
shall be clearly shown by objective evidence drawn from inspection
of original work papers, documents and materials used in the preparation
of the bid sought to be withdrawn. The procedure for such bid withdrawal
shall be stated in the advertisement for bids and shall be as follows:
Any bidder claiming the right to withdraw his bid shall give notice
in writing of this claim of right to withdraw his bid within two business
days after the conclusion of the bid opening procedure.
B.Â
The procedures for the withdrawal of bids of other than construction contracts shall be accomplished in a manner substantially similar to those utilized in Subsection A above.
C.Â
No bid may be withdrawn under this section when the
result would be the awarding of the contract on another bid of the
same bidder or of another bidder in which the ownership of the withdrawing
bidder is more than 5%.
D.Â
If a bid is withdrawn under the authority of this
section, the lowest remaining responsible bid shall be deemed to be
the low bid.
E.Â
No bidder who is permitted to withdraw a bid shall,
for compensation, supply any material or labor to or perform any subcontract
or other work agreement for the person to whom the contract is awarded
or otherwise benefit, directly or indirectly, from the performance
of the project for which the withdrawn bid was submitted.
F.Â
If the County denies the withdrawal of a bid under
the provisions of this section, it shall notify the bidder in writing,
stating the reasons for its decision.
[1]
Editor's Note: See Virginia Code § 2.2-4330.
A.Â
In determining the lowest responsible bidder, in addition
to the price, the purchasing agent and/or procurement committee shall
consider:
(1)Â
The ability, capacity and skill of the bidder to perform
the contract or provide the service required.
(2)Â
Whether the bidder can perform the contract or provide
the service promptly or within the time specified, without delay or
interference.
(3)Â
The character, integrity, reputation, judgment, experience
and efficiency of the bidder.
(4)Â
The quality and performance of previous contracts
or services.
(5)Â
The previous and existing compliance by the bidder
with laws and policies relating to the contract or service.
(6)Â
The sufficiency of the financial resources and ability
of the bidder to perform the contract or provide the service.
(7)Â
The quality, availability and adaptability of the
goods or services to the particular use required.
(8)Â
The ability of the bidder to provide future maintenance
and service for the use of the subject of the contract.
(9)Â
The number and scope of conditions attached to the
bid.
(10)Â
If any bidder is a resident of any other state which,
under its laws, allows a resident contractor of that state a preference,
a like preference may be allowed to the lowest responsible bidder
who is a resident of Virginia.
B.Â
No special consideration should be shown to local
vendors, but in determining the lowest responsible bidder, consideration
should be given to purchase price, availability and cost of parts
and service, transportation costs, availability of technical assistance
and any other potential costs which may be associated with the purchase.
[1]
Editor's Note: See Virginia Code 2.2-4301.
A contract shall be awarded with reasonable
promptness, by written notice to the lowest responsible bidder whose
bid meets the requirements and criteria set forth in the invitation
for bid. In the event all bids for a construction project exceed available
funds and the lowest responsive and responsible bid does not exceed
such funds by more than 10%, the County may authorize, when time or
economic considerations preclude resolicitation of work on a reduced
scope, negotiation of an adjustment of the bid price with the lowest
responsive and responsible bidder in order to bring the bid within
the amount of available funds.
[1]
Editor's Note: See Virginia Code § 2.2-4301.
In the case of a tie bid, preference shall be
given to goods, services and construction produced in Buchanan County
or provided by its residents and thereafter to goods, services and
construction produced in Virginia or provided by Virginia residents,
if any of such choices are available; otherwise the tie shall be decided
by lot.
[1]
Editor's Note: See Virginia Code §§ 2.2-4324
and 2.2-4328.