The Virginia Acts of Assembly of 2007, Chapter 943, Chapter 3, Exhibit P and its attachments requires contractors with the University to submit any claims, whether for money or other relief, in writing no later than 60 days after final payment; however, written notice of the contractors intention to file such a claim must be given at the time of the occurrence or beginning of the work upon which the claim is based.
The University's procedure for deciding such contractual claims is:
A. The Selected Firm must provide the written claim to:
Director of Strategic Sourcing, Procurement and Supplier Diversity Services
University of Virginia
Carruthers Hall
1001 North Emmet Street
P. O. Box 400202
Charlottesville, Virginia 22904-4202
B. Although the Selected Firm may, if it chooses, attempt to resolve its claim by dealing with a University department other than the one stated in Section A above, the Selected Firm must submit any unresolved claim in writing no later than 60 days after final payment to the Director of Strategic Sourcing, Procurement and Supplier Diversity Services if it wishes to pursue its claim.
C. Upon receiving the written claim, the Director of Strategic Sourcing, Procurement and Supplier Diversity Services will review the written materials relating to the claim and decide whether to discuss the merits of the claim with the Selected Firm. If such a discussion is to be held, the Director of Strategic Sourcing, Procurement and Supplier Diversity Services will contact the Selected Firm and arrange such a discussion. The manner of conducting such discussion will be as the Director of Strategic Sourcing and the Selected Firm mutually agree.
D. The Director of Strategic Sourcing, Procurement and Supplier Diversity Services will mail his or her decision to the Selected Firm within 60 days after receipt of the claim. The decision will state the reason for granting or denying the claim.
E. The Selected Firm may appeal the decision to:
Director of Procurement and Supplier Diversity Services
University of Virginia
Carruthers Hall
1001 North Emmet Street
P.O. Box 400202
Charlottesville, Virginia 22904-4202
by providing a written statement explaining the basis of the appeal, within 15 days after the Selected Firm's receipt of the decision.
F. Upon receiving the written appeal, the Director of Procurement and Supplier Diversity Services will review the written materials relating to the claim and decide whether to discuss the merits of the claim with the Selected Firm. If such a discussion is to be held, the Director of Procurement and Supplier Diversity Services will contact the Selected Firm and arrange such a discussion. The manner of conducting such discussion will be as the Director of Procurement and Supplier Diversity Services and the Selected Firm mutually agree.
G. The Director of Procurement and Supplier Diversity Services will mail his or her decision to the Selected Firm within 60 days after the Director of Procurement and Supplier Diversity Services receipt of the appeal. The decision will state the reasons for granting or denying the appeal.
Nothing in this Procedure for Resolution of Contractual Claims will preclude either party from filing a claim in any court of the Commonwealth of Virginia to seek legal or equitable remedy if a dispute should arise, in addition to such other remedies as are expressly provided in the agreement and/or purchase order; provided, the Selected Firm may not file such claim unless and until it has complied fully with the procedure set forth in this Procedure for Resolution of Contractual Claims.