This Procurement Manual was adopted by the New Kent County Board of Supervisors at its regular meeting on December 13, 2010, by Ordinance O-12-10.
Chapter 1 - Common Sense Rules of Procurement in Virginia
Chapter 2 - Definitions
Chapter 3 - Determine which type of procurement to use based upon cost of procurement and what is to be procured
Appendix 3A - General Requisition
Appendix 3B - Change Order Requisition to an approved Purchase Order
Appendix 3C - Telephone Record for Goods
Appendix 3D - Telephone Record for Services
Chapter 4 - Small Purchase Card Policy
Appendix 4A - Purchasing Card Cardholder Agreement
Appendix 4B - Dispute Form
Appendix 4C - Notification of Lost/Stolen Card
Appendix 4D - Request from Dept. Head for Employee Card/Recept of Credit Card Form
Appendix 4E - Designation of Administrator
Appendix 4F - Lost Receipt Voucher Form (can also be used for non-itemized receipts)
Chapter 5 - Cooperative Procurement
Chapter 6 - Competitive Negotiation (Request for Proposals)
Appendix 6A - Standard Contract Example
Appendix 6B - RFP with attachments, and advertisement
Advertisement (Word)
Contract - Word - Adobe
Attachment A - Scope of Work (Word)
Attachments B, C & D
Appendix 6C - Checklist
Appendix 6D - Vendor Data Sheet
Appendix 6E - Pre-bid/Pre-proposal Conference Checklist
Appendix 6F - IFB/RFP Addendum (Word)
Appendix 6G - Samples of Notice of Intent to Award and Intent to Award (Word)
Chapter 7 - Competitive Sealed Bid (Invitiation for Bid)
Appendix 7A - Sample Ad, Invitation for Bid and attachments (see below)
Advertisement (Word)
Invitation for Bid and Scope of Work (Word)
Attachments B, C & D
Appendix 7B - Vendor Data Sheet
Appendix 7C - Checklist
Appendix 7D - Pre-bid/Pre-proposal Conference Checklist
Appendix 7E - Addendum Format (Word)
Appendix 7F - Sample Intent to Award / Notice of Intent to Award (Word)
Chapter 8 - Sole Source Procurement
Appendix 8A - Checklist Documentation
Appendix 8B - Approval Request for Goods & Services (Word) (Adobe)
Appendix 8C - Instructions for Memorandum
Appendix 8D - Sample Contract (Word)
Appendix 8E- Sample Notice of Sole Source Award (Word)
Chapter 9 - Emergency Procurement
Appendix 9A - Sample Notice of Emergency Award (Word)
Chapter 10 - New Kent County Ethics in Public Contracting
