1. Price Reasonableness Jan Giffin, CPPO, CPPB, VCO
Department of General Services
Division of Purchases & Supply
Policy Consulting & Review
Procurement Management Account Executive

2. Objectives
Definitions
Laws & Policies
When to Use

3. Definition Price Value, Worth
The quantity of one thing that is exchanged or demanded in barter or sale for another
The amount of money given or set as consideration for the sale of a specified thing
The cost at which something is obtained
Definition from Merriam Webster dictionary online

4. Definition Reasonable (ness) Being in accordance with reason
Not extreme or excessive
Moderate, fair
Inexpensive
Definition from Merriam Webster dictionary online

5. Intent of the Law
Acknowledge the intent of the law in all procurement procedures and behavior.
VPPA § Declaration of Intent

6. VPPA § 2.2-4300 Declaration of Intent
§ B.
“The purpose of this chapter is to enunciate the public policies pertaining to governmental procurement from nongovernmental sources, to include governmental procurement that may or may not result in monetary consideration for either party….”

7. VPPA § 2.2-4300 C Declaration of Intent
Public bodies obtain high quality goods and services at reasonable cost.
All procurements be conducted in a fair and impartial manner with avoidance of any impropriety or appearance of impropriety.
All qualified vendors have access to public business.
No offeror be arbitrarily or capriciously excluded.
Competition be sought to the maximum feasible degree.
Procurement procedures involve openness and administrative efficiency.

8. VPPA § 2.2-4300 C Declaration of Intent - Continued
That individual public bodies enjoy broad flexibility in fashioning details of such competition.
Rules governing contract awards be made clear in advance of the competition.
Specifications reflect the needs of the purchasing body rather than being drawn to favor a particular vendor.
The purchaser and the vendor freely exchange information concerning what is sought to be procured and what is offered.

9. Commonwealth of Virginia Agency Procurement and Surplus Property Manual (APSPM)
1. “General. Public purchasing embraces a fundamental obligation to the general public to ensure that procurements are accomplished in accordance with the intent of the laws enacted by the appropriate legislative body. The intent of the Virginia General Assembly is set forth in the Virginia Public Procurement Act (VPPA)”.
APSPM 1

10. APSPM – Price Reasonableness Determination (4.10)
A written price reasonableness determination is required to determine if prices bid or offered are fair and reasonable when:
Competition is restricted or lacking,
The prices offered do not appear to be fair and reasonable,
The decision is made to award to other than the lowest bidder or highest ranking offeror

11. Competition is restricted or lacking
Sole Source
Single Response Purchase
Contract Change
Contract Renewal

12. Price does not appear fair and reasonable
Market conditions
Quality
Location
Inflation
Value
Technology
Unique requirements

13. Award to other than … Lowest Bidder or Highest Ranking Offeror
If language was included in the solicitation to do so
Document why

14. Determination Price analysis Comparison of previously paid prices
Prices charged for similar items
Prices paid by other consumers
Prices set forth in a public price list / catalog

15. Determination - continued
Price to unit variations
Value analysis (Make or Buy)
Cost Analysis

16. Document

17. Not fair and reasonable
Next steps
Rebid – expand competition
Revise specifications
Negotiate a better price

18. Importance Sound Business Practice
Conserve spending where resources are limited

19. Questions?