Original Issuance Date: October 15, 2019
Last Revision Date: April 26, 2022

1. Purpose of Procedure

The purpose of this procedure is to define the process to resolve a supplier dispute of a Notice of Intent to Award a Board of Regents procurement contract.

2. Responsible UW System Officer

UW System Director of Procurement

3. Definitions

None listed.

4. Procedures

All Sealed Bids and RFPs shall contain the following language:

“Any dispute of the University’s award must be made in writing no later than five (5) working days after University of Wisconsin – xxxxxx   Office of Procurement issues the intent to award notice.  Written notice of dispute must be filed with the Vice Chancellor of the UW – xxxx  in care of:

xxxxxxx
UW – xxxxx Office of Purchasing
xxxxxxxx
123 First Street
xxxxxx, WI, 53XXX

A complete written dispute must be received by the Vice Chancellor citing specific policy violations, UW-xxxx, no later than five (5) working days after the award notice is issued.  The Vice Chancellor will resolve the dispute.  If the dispute is not resolved it can be appealed to the UW System Office of Procurement for final disposition.”

If there are concerns with the specifications or requirements of a sealed bid or RFP, those concerns must be raised at the time of the issuance of the bid or RFP to be resolved. Disputes regarding a sealed bid for services or RFP issued by a UW institution, shall be made to the Vice Chancellor of Administration/Finance with a copy to the director of purchasing at the UW institution. A protesting supplier must have standing in the bid/RFP process, by having submitted a bid or proposal. The supplier must identify the alleged Board of Regent Policy or UW System Administrative procurement policy violation in their letter of dispute.

The UW institution has the authority to resolve and settle the dispute concerning the intent to award a contract. If the dispute is not resolved by mutual agreement, the Vice Chancellor will issue a decision in writing to the supplier with a copy to the UW System Office of Procurement.

The supplier may appeal the decision of the UW System institution to the UW System Office of Procurement within five working days of issuance of the decision, with a copy to the UW institution.

The UW System Office of Procurement will take necessary action to settle and resolve the appeal and will issue a decision in writing to the supplier and to the UW institution.

If the sealed bid or RFP is issued by UW System Office of Procurement, disputes shall be sent to the UW System Director of Procurement. Appeals shall be sent to the Vice President of Administration within five working days of the Notice of Intent being issued.

6. Related Documents

UW System Administrative Policy 534, Procurement: Dispute Policy

7. History

Revision 1: April 26, 2022

First approved: October 15, 2019