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Issue date: 4/15/11 Email address updated: 3/5/12 City of Anaheim Bid Protest Procedure Any bidder who is allegedly aggrieved in connection with a procurement solicitation issued by the Purchasing Division may protest the bid by using the following procedures. 1) Time frame for submitting a protest: a) Protests of the bid process, specifications, or terms and conditions of the solicitation must be submitted to the Purchasing Division at least three business days prior to the due date of the bid. b) Protest of the intended award must be made no later than three business days after the bid results are posted. Posting of the bid results on the City’s bid management website constitutes notice of the City’s intent to award to the lowest responsive bidder. 2) Process for submitting a protest: a) Contact the City’s Assistant Purchasing Agent by telephone at [PHONE REDACTED] to discuss and attempt to informally resolve the subject of concern. b) If this phone call does not resolve the issue, protestor shall submit their protest in writing by email to the Purchasing Agent ([EMAIL REDACTED]), indicating the specific nature of the concerns or objections. This written notification must include the following information: 1. The name, address, phone number and email of the protestor. 2. The solicitation number and title. 3. A detailed statement of the legal and/or factual grounds of the protest and documentation supporting protestor’s position. 4. The form of relief requested. 5. The signature of the protestor or protestor’s representative. c) Upon receipt of the protest notice, the Purchasing Agent will contact the protestor to discuss and evaluate the situation. Based on this discussion, the Purchasing Agent will render a decision on the appropriate course of action. The Purchasing Agent has authority to settle and resolve a protest. d) Should the protestor wish to appeal the decision rendered by the Purchasing Agent, protestor shall forward their original protest documentation and any additional supporting information to the City’s Finance Director for review. Upon consultation with the appropriate parties, the decision of the Finance Director shall be final. 3) Throughout the review and appeal process, the City has no obligation to delay or otherwise postpone an award of a contract based on a bidder’s protest. 4) If a contract that is subject to protest is awarded by the City Council while a protest is pending, the City Council’s decision in regards to the award of the contract shall be deemed final and the protest shall be deemed to be moot. 5) Failure to appear at any protest meeting as scheduled will result in dismissal of protest. 6) A protest shall be disallowed when, in the judgment of the City, it has been submitted: as a delay tactic; for the purpose of posturing the protestor advantageously for future procurements; without adequate factual basis or merit; or in an untimely manner.