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.
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.
In lieu of a bid bond, a bidder may furnish alternate security as provided in §
16-14F upon written authorization by the County.
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.
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.
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.