Procurement Policies and Procedures

3.0 Procurement Methods when Competitive Bidding and Public

Advertising are Required

3.13 Solicitation Delay or Cancellation

The Purchasing Assistant may delay or cancel a competitive bid or proposal solicitation in whole or in part prior to the public opening when there are clear and compelling reasons to do so when in the city’s best interest.

3.14 Bid Protests

As outlined in TCA 12-3-514, any bidder or proposer who believes they have been aggrieved during the bidding or proposal process can submit a written protest via hard copy or electronically to the city’s Purchasing Assistant within 7 calendar days after the Notice of Award or intent to award. Any protest received after the 7-day period shall not be considered. All protests shall be accompanied by a protest bond from a surety or insurance company authorized to do business in the state of Tennessee, or a letter of credit, or cash in the amount of 5% of the lowest bid or cost proposal that was evaluated. The protest bond serves as a guarantee of the validity of the protest. Upon determination by the Purchasing Assistant of the protest, the protest bond will be returned to the protesting party if the protest is upheld or cashed by the city and retained as damages if the protest is denied.

3.15 Notice To Proceed

Once the competitive bid or proposal process has been concluded and an award has been made, the Purchasing Assistant will issue a Notice to Proceed to the selected vendor only after obtaining a fully executed contract and all required proof of insurances and documents as contained in the bid or proposal specifications. No work on city property shall commence without these fully executed documents.

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