A. Claims. Any bidder, proposer, or vendor (claimant) that has a protest, dispute, or other claim (collectively a "claim") about a matter related to a Village bidding process, Village RFP process, or other form of Village solicitation may file a written notice of claim with the Procurement Officer within 10 days after the claimant knows or should have known of the facts giving rise to the claim. That notice of claim must (1) identify the particular transaction or process at issue, (2) include a detailed statement of the claim, and (3) provide all relevant facts and circumstances related to the claim, including without limitation dates, entities and persons involved, communications, and documents. The notice of claim must state whether the claimant desires to meet with the Procurement Officer regarding the claim.
B. Meeting with Procurement Officer. If the claimant requests a meeting with the Procurement Officer regarding the claim, then the Procurement Officer shall promptly schedule and conduct that meeting.
C. Procurement officer report and recommendation. If no meeting is requested or if the claim is not resolved during the requested meeting between the claimant and Procurement Officer, then within ten business days after the filing of the claim or after the conclusion of the requested meeting, whichever is later, the Procurement Officer shall prepare a written report and recommendation regarding the claim for review and decision of the Village Manager.
D. Decision by Village Manager. The Village Manager shall issue a written decision on a claim within ten business days after receipt of the Procurement Officer's report and recommendation. The Village Manager may accept the Procurement Officer's recommendation or make any other decision on the claim as the Village Manager determines is proper. The decision of the Village Manager will be final.
(Ord. 5499, 3-21-20; Amd. Ord. 5505, 5-4-20)