FMA-P-001 Procurement Policies and Procedures ... 1 FMA-P-001 Procurement Policies and Procedures Approved by: John Lawson Chairman, Fort Monroe Authority Board of Trustees GGOder

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FMA-P-001

Procurement Policies and Procedures

Approved by:

John Lawson Chairman, Fort Monroe Authority Board of Trustees

GGOder Fort Monroe Authority Executive Director

John K Hutcheson Fort Monroe Authority Deputy Executive Director

REVISED JUNE 2014

The Fort Monroe Authority - Procurement Policies and Procedures Manual

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INTRODUCTION .....................................................................................................................7

SECTION 1 - ETHICS IN PUBLIC PROCUREMENT ........................................................................9

1.1 POLICY .............................................................................................................................. 9 1.2 PROCEDURE ..................................................................................................................... 9

SECTION 2- PROCUREMENT OFFICE ...................................................................................... 11

2.1 POLICY ............................................................................................................................ 11 2.2 PROCEDURE ................................................................................................................... 11

SECTION 3- TYPES OF PROCUREMENT ................................................................................... 13

3.1 POLICY ............................................................................................................................ 13 3.2 PROCEDURE ................................................................................................................... 13

SECTION 4 – PROCUREMENT METHODS ................................................................................ 15

4.1 POLICY ............................................................................................................................ 15 4.2 PROCEDURE ................................................................................................................... 15

SECTION 5 – EMERGENCY PROCUREMENT ............................................................................ 17

5.1 POLICY ............................................................................................................................ 17 5.2 PROCEDURE ................................................................................................................... 17

SECTION 6 – SMALL PURCHASE PROCEDURES ....................................................................... 19

6.1 POLICY ............................................................................................................................ 19 6.2 PROCEDURE ................................................................................................................... 19 6.3 EXEMPTIONS TO COMPETITION ................................................................................... 19 6.4 CORPORATE CREDIT/DEBIT CARD .................................................................................. 19 6.5 TRAVEL – SUSTENANCE, LODGING AND PUBLIC TRANSPORTATION ............................ 20 6.6 CONFERENCES, TRAINING, OFFSITE TRAINING AND EDUCATION ................................. 20

SECTION 7 – COMPETITIVE NEGOTIATION ............................................................................. 21

7.1 POLICY ............................................................................................................................ 21 7.2 PROCEDURE ................................................................................................................... 21 7.3 BEST VALUE ACQUISITION (OVER $50,000) ................................................................... 23

SECTION 8 – SOLE SOURCE PROCUREMENT ........................................................................... 25

8.1 POLICY ............................................................................................................................ 25 8.2 PROCEDURE ................................................................................................................... 25 8.3 USE OF PROPRIETARY PRODUCTS .................................................................................. 25

SECTION 9 – COMPETITIVE SEALED BIDDING ......................................................................... 27

9.1 POLICY ............................................................................................................................ 27 9.2 PROCEDURE ................................................................................................................... 27

SECTION 10 – OTHER CONSIDERATIONS ................................................................................ 29

10.1 PREFERRED VENDORS .................................................................................................... 29 10.2 DEBARRED VENDORS ..................................................................................................... 29 10.3 SURPLUS/UNCLAIMED PROPERTY ................................................................................. 30

SECTION 11 – VENDOR INSURANCE, PERFORMANCE BONDS, BID BONDS .............................. 31

11.1 POLICY ............................................................................................................................ 31 11.2 PROCEDURE ................................................................................................................... 31

SECTION 12 – VENDOR PERFORMANCE MONITORING ........................................................... 33

12.1 POLICY ............................................................................................................................ 33 12.2 PROCEDURE ................................................................................................................... 33

SECTION 13 – VENDOR APPEALS, DISPUTES AND REMEDIES .................................................. 35

13.1 POLICY ............................................................................................................................ 35 13.2 PROCEDURE ................................................................................................................... 35

SECTION 14 – COMMONWEALTH OF VIRGINIA ELECTRONIC PROCUREMENT SYSTEM (EVA) ... 37

14.1 POLICY ............................................................................................................................ 37 14.2 PROCEDURE ................................................................................................................... 37 14.3 COOPERATIVE PROCUREMENT/STATE CONTRACTS ...................................................... 37

SECTION 15 – PUBLIC/PRIVATE PARTNERSHIP (JOINT VENTURE)............................................ 39

15.1 POLICY ............................................................................................................................ 39 15.2 PROCEDURE ................................................................................................................... 39

SECTION 16 – CONSTRUCTION AND REAL ESTATE .................................................................. 41

16.1 POLICY ............................................................................................................................ 41 16.2 PROCEDURE ................................................................................................................... 41

SECTION 17 – INTERNAL CONTROL AND RECORD KEEPING .................................................... 43

17.1 POLICY ............................................................................................................................ 43 17.2 PROCEDURE ................................................................................................................... 43 17.3 PARAGRAPH DELETED .................................................................................................... 43 17.4 FIXED ASSETS .................................................................................................................. 43 17.5 RECORD RETENTION ...................................................................................................... 43 17.6 AUDIT REVIEWS ............................................................................................................. 43 17.7 FREEDOM OF INFORMATION ACT ................................................................................. 43

SECTION 18 – CONTRACT ADMINISTRATION ......................................................................... 45

18.1 POLICY ............................................................................................................................ 45 18.2 PROCEDURE ................................................................................................................... 45

SECTION 19 – PROCUREMENT PROCESS ................................................................................ 47

19.1 BIDS ................................................................................................................................ 47 19.2 ELECTRONIC PROCUREMENT PROCESS (EVA) ................................................................ 47 19.3 RECEIPT OF GOODS AND SERVICES ................................................................................ 47 19.4 PAYMENT ...................................................