This memorandum establishes policies and procedures for the announcement, acceptance, opening and awarding of contracts thru bid process by the Board of Directors of the Chantilly Highlands Homes Association (CHHA).

All contracts will be awarded pursuant to the policy and procedure contained in this memorandum.

The President of CHHA is responsible for administration of all processes related to the awarding of contracts pursuant to the policies and procedures contained in this memorandum.

CHHA Board of Directors will distribute to all interested parties through the CHHA newsletter and direct mail notification of contracts for bids of any amount. Any qualified vendor shall be eligible to bid on contracts in a completely non-discriminating fashion (i.e., without regard to the sex, race, color, creed, religion, natural origin, etc.).

1. All contracts to be awarded will be announced at least 30 days prior to opening bids in the CHHA newsletter and through a solicitation letter directed at no less than three (3) vendors;

2. Responses (Bids) to contracts are to be sent as directed, in the solicitation notice.

3. Bids are to be opened by the appropriate committee/Board liaison. Recommendations are to be presented to the CHHA Board at a regularly scheduled meeting.

4. Board of Directors will award contracts to the best bid (not defined as lowest).

This policy requires no funding.

The Board of Directors will establish an internal review committee that will annually review the awarding of contracts to ensure that the policies and procedures in this policy memorandum are being followed. In addition, this committee will investigate any allegations of noncompliance. The committee will report on its findings at the end of each year to the CHHA Board, and the Board shall take appropriate action to address any problems identified by the internal review committee.