Rappahannock County, VA
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[HISTORY: Adopted by the Board of Supervisors of the County of Rappahannock 2-1-1988. Amendments noted where applicable.]
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.
[Amended 7-6-1994;[1] 11-5-2012; 12-4-2017]
The County of Rappahannock, Virginia, adopts the following purchase procedures for single or term contracts not expected to exceed $25,000 in accordance with § 2.2-4303G of the Code of Virginia.
Editor's Note: This ordinance was readopted 12-2-1996.
[Amended 7-6-1994;[1] 11-5-2012; 12-4-2017]
These procedures shall apply to the purchase of goods or services, including professional services, by the County of Rappahannock when the cost of the same is not expected to exceed $25,000.
Editor's Note: This ordinance was readopted 12-2-1996.
[Amended 7-6-1994[1]]
The County Administrator is hereby designated purchasing agent for Rappahannock County and vested with all necessary powers and authority to act on behalf of the County of Rappahannock with respect to all purchases which are authorized by these purchase procedures.
Editor's Note: This ordinance was readopted 12-2-1996.
A copy of these procedures shall be posted on the bulletin board in the Rappahannock County Courthouse, and a copy shall be maintained by the Clerk to the Board of Supervisors of Rappahannock County for public inspection.
[Amended 7-6-1994[1]; 12-4-2017]
For purchases not exceeding $5,000. 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 purchases of more than $5,000 but not exceeding $25,000.
The purchasing agent shall prepare a brief written description of the goods or services to be purchased on Form A.[2]
Editor's Note: Form A is on file in the county offices.
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, a bid shall be made by completing the bidder's half of Form A. At a minimum, bids 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, though two bidders are not required if no other supplier of the goods and services is reasonably available.
A copy of Form A, Solicitation for Bids, 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 any goods or services the cost of which is not more than $10,000, the purchasing agent shall have authority to award the contract. For purchases in excess of $10,000, action by the Board of Supervisors shall be required in order to award the contract.
The conditions stated on Form A are incorporated herein by reference and shall apply to every purchase exceeding $5,000.
Editor's Note: This ordinance was readopted 12-2-1996.
[Amended 11-5-2012]
Sections 2.2-4367 through 2.2-4377 of the Code of Virginia, Ethics in Public Contracting, shall apply to the procedures established by this chapter.