05-20-2014 Proposed Procurement PolicyThe Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing on
Tuesday, May 20, 2014, at 7:00 p.m., in the General District Courtroom of the Edwin R.
Shields Courtroom Addition in Chatham, Virginia, to receive citizen input on a proposed
amendment to the Pittsylvania County Code involving the deletion of current Chapter 25
in its entirety and insertion of a new Procurement Policy. A full text of the proposed
PCC amendment is available in the Office of the County Administrator, Captain Martin
Building, I Center Street, Chatham, Virginia, on Monday through Friday, from 8:00 a.m.
to 5:00 p.m.
An Ordinance to provide for the centralized purchasing of all supplies, equipment, materials,
contractual services, commodities and other personal property for all departments, divisions,
boards, agencies or other offices of the County: To sell, transfer and dispose of all surplus or
obsolete commodities and personal property, and establishing rules and regulations for same
and providing penalties for violations.
Be it ordained by the Board of Supervisors of Pittsylvania
SEC, 25 -1. DEFINITIONS (VA Code 15.2 -1234)
A. The terms "supplies ", "materials ", "equ
throughout this ordinance shall be construe
which shall be used by or furnished to
other office of the County government
of
as follows:
to rdft, any orll contracts for
mean the County Administrator as
shall the detailed written guidelines as approved by the
which incide with this ordinance.
The County A all be the purchasing agent for the County and shall serve
as such at the pleas e Board of Supervisors or until such time as the Board of
Supervisors may make other disposition of the position. The County Administrator may
delegate such phases of the purchasing work as may be feasible, to responsible
employees, in order to facilitate the work of the purchasing agent and the operation of the
various agencies, departments or bureaus of the county government.
SEC. 25 -3. BOND. (VA Code 15.2 -1543)
The Director of Purchasing shall give an official bond in such an amount as prescribed by
the Board of Supervisors and approved by the Commonwealth's Attorney.
SEC, 25 -4. SCOPE OF AUTHORITY. (VA Code 15.2 -1543)
A. The Director of Purchasing shall have the authority, in accordance with the provisions
of this ordinance and subject to the approval of the County Board of Supervisors as
herein prescribed, to purchase or contract for all supplies, rials, equipment and
contractual services needed by any and all using depart except those with a
written agreement; to make transfers between depart Il materials, supplies
and equipment which are surplus or to sell same; r spect eliveries; to have
charge of all storerooms now operated or hereafter blished e Board and to
perform such other duties as may be imposed on the ctor of asing by the
County Board of Supervisors. &
(VA Code 15.2- 1238 -15.
Except in emergency69 a
SEC. 25 -6, PURCHASES IBN EXCESS OF $10,0001 (VA Code 15.2 -1236)
All purchases of supplies, materials, equipment or contractual services estimated to
exceed the sum of ten thousand ($10,000) dollars shall be made on the basis of sealed
bids. The Director of Purchasing shall solicit sealed bids from prospective suppliers by
sending them copies of bid forms and specifications to acquaint them with the proposed
purchase. The Director of Purchasing shall further post a copy of said bid forms and
specifications on a public bulletin board in his office. The copy of the bid form shall
remain posted at the time it is sent to prospective suppliers and shall remain posted until
after the bid opening deadline. Said bid forms shall also be published in the local
newspapers at least five (5) calendar days before the final date of submitting bids.
SEC. 25 -7, PURCHASES OF LESS THAT $10 000 BUT MORE THAN 1000.
(VA Code 15.24237)
All purchases of supplies, materials, equipment or contractual services estimated to cost
less that ten thousand ($10,000) dollars but more than one thousand ($1,000) may be in
the open market. All open market purchases shall be awarded on Res of the
quotation most advantageous to the County. The Director of Purhall solicit
quotations by direct mail request or by telephone inquiry to pro endors or
The Director of Purchasing may, at his disci
thousand ($1,000) dollars without obtaining
on the basis of one of the following requires
That the cost of the items
on file in the office of the
That it is known by
price for the items
contracts tom,
Penitentiary or
are made
current price lists
have the same
or a part thereof obtained within six
with the provision of this ordinance.
(VA Code 15.2 -1237)
sections shall not apply to any purchases or
s or equipment purchased from the State
of Virginia contracts.
SEC. 25 -10, EMERGENCY PURCHASES (VA Code 15.2 -1235)
A. Definition of ` Emer ency ". An emergency shall exist when a breakdown in an
essential service occurs or under any other circumstances when suppliers are needed
for immediate use in work which may vitally affect the safety, health or welfare of the
public. Purchasing procedures are defined in the purchasing manual.
B. Procedures during office hours If an emergency occurs during office hours of the
office of the Director of Purchasing, the using department shall immediately notify
the Director of Purchasing, who shall either purchase directly or authorize the
purchase of the needed supplies.
C. Procedures after office hours If an emergency occurs at a time when the office of the
Director of Purchasing is normally closed, the using department shall purchase
directly any supplies or services needed to meet such existing emergency. However,
the head of the using department shall send at no less than seventy -two (72) hours to
the Director of Purchasing, a requisition and a copy of Oe'very record together
with a written explanation of the circumstances of the ney as prescribed in
county purchasing manual.
D.
Field
Procurement
Authorization
A field
procurers
uthoriza
- . ay be used by
a department only after a specific request
to use this m d is ma
the Director
of Purchasing. This method of procurement i " sed
o when
a sr f 'on occurs
which would seriously handicap the op
ion
m or
wher tection
and preservation of County propert'
ould be
through standard
purchasing procedures. It is restrict
those depa
nts
rsonnel in the
field who must use fast moving parts in
er to form
, 'r funet
s.
�•;•
The County Board of Supervisors may provide a stores revolving fund in such amount as
may be determined from time to time to be adequate to finance the purchase, storage and
issuance of standard supplies, materials and commodities to the advantage and for the
convenience of the County. The fund shall be in the custody of the County Treasurer and
shall be administered as other departmental funds are administered. The Director of
Purchasing shall be responsible for the actual operation of said fund and shall include in the
purchasing manual rules and regulations with respect thereto as approved by the Board of
Supervisors. AA
(VA Code 15.2 -1235)
The director of Purchasing shall prepare and mai
time amend rules and regulations and procedures
operation of the Office of the Director of P
purchasing practices and pursuant to the pr
Commonwealth of Virginia. All such rules E
approved by the County Board of Supervisors.
This ordi e shall be
described in lion 1C
5.2 -1239, 15-1240, 18 -1 -9)
and effect on January 1, 1983, for all using departments
The above effectM&IMUNhall be followed by a period of three calendar month's orientation
before the application of the penalty as outlined in Section 5 herein.
• ., 1 ove ordinance i t +. kxX
December i,. 1
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*n 'ss to County business;
• : • • • •. s:. . • r iously • • •,
vendor; nee s of the COL er than being drafted to favor� a particular
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C. Severabili
D. Definitions.
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ipment, Services, or
m
Vi. CONTRACT FCRMATI ®N ANn MFTWnnq nc ene w Drc cct croon
A. Competitive healed Bidding. _.
OWN
l' i r i
ITIMM •• s • r! r. ••. r s e
Procedures for the withdrawal of bids for other than
construction contracts maybe established.
No • • may be • rawn under this section when the
result would be the awarding of the contract on another bid of
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13. Multi -Terre Contracts.
faithful performance of the contract. All amounts - •'.
may • ' included in the final payment.
17.
i ! ♦ .: ! ..
If approved by the
County
Attorney,
a bidder
may
furnish a
personal bond,
property
bond,
or bank
or
savings
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the basis for determination:
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I I I man jm�jsl I LOLLMUIAW-1�1PIqUA;L .10 1
Ill
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r. Small Purchases. � �
following provisions:
Perpetual Software Support: Competitively purchased softwara
that requires annual support including upgrades to keep the
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i r.W- offeror who desires to protest the award or
we
E.
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H. Legal Actions.
bidder,
Court of
Pittsylvania County challenging
a
proposed
award or
31
FR
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body, except as noted in §2.2-3112 of the Virginia Code, 1950, as
2mended, when the employee knows that:
The employee is contemporaneously employed by a bidder,
offeror, or contractor involved in the procurement transaction; or
•
E.
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ommololmmmit Mot
H.
Individual
items *A
e I
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