AGENDA DATE: 9/7/2022
TITLE:
Title
Amendment of the County’s Purchasing Manual
BODY
SUBJECT/PROPOSAL/REQUEST: Approval of revisions to the County’s Purchasing Manual Chapters 5 and 11.
ITEM TYPE: Consent Action Item
STAFF CONTACT(S): Richardson, Rosenberg, Bessette, Birch, Sumner, McNally
PRESENTER (S): N/A
LEGAL REVIEW: Yes
REVIEWED BY: Jeffrey B. Richardson
BACKGROUND: Under the COVID-19 declaration of emergency, the County began receiving procurement proposals electronically, which had already become the standard for the State. Although this was to support the Continuity of Operations during the COVID-19 pandemic, there are benefits to maintaining this process after the declaration of emergency is rescinded.
STRATEGIC PLAN: Mission - To enhance the well-being and quality of life for all community members through the provision of the highest level of public service consistent with the prudent use of public funds.
DISCUSSION: After the 6-month period following the end of the local emergency, the Finance & Budget Department’s Office of Procurement is proposing to continue receiving proposals electronically. Staff recommends updating Chapters 5 and 11 of the Purchasing Manual (Attachment A and B) to reflect this as an additional, standard method to receive bids and proposals.
The Administrative Process Act (§ 2.2-4000 et seq.) (§2.2-4007.2) of the Code of Virginia requires agencies to (i) examine regulations to determine whether the submission of required documents may be accomplished by electronic means, and (ii) if so, consider amending the regulation that is being promulgated to offer the alternative of submitting the documents by electronic means.
Staff recommends that the Board approve the following amendments to the Purchasing Manual:
- Chapter 5: Competitive Sealed Bidding: Procedure; to include electronic receipt of bids (Attachment A)
- Chapter 11: Competitive Negotiation: Procedure; to include electronic receipt of proposals (Attachment B)
BUDGET IMPACT: There is no budgetary impact associated with this recommendation.
RECOMMENDATION:
Recommendation
Staff recommends that the Board adopt the attached resolution (Attachment C) to amend and re-adopt the Albemarle County Purchasing Manual by revising Chapters 5 and 11 as set forth in Attachment A and B.
ATTACHMENTS:
A - Recommended Revisions to the County’s Purchasing Manual Chapter 5
B - Recommended Revisions to the County’s Purchasing Manual Chapter 11
C - Resolution - Recommended Revisions to the County’s Purchasing Manual