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FISCAL MANAGEMENT OPERATIONS GUIDE

Vendor Complaints

Protests, Disputes and Resolutions

Any actual or prospective bidder, or contractor (Vendor) who seeks a resolution in matters regarding the solicitation, evaluation or award of a contract may formally protest to the University of Texas at San Antonio.

The UTSA Purchasing staff will take an active role in seeking mutually acceptable solutions to disagreements between vendors and UTSA.

Procedure

1. A vendor should first discuss the dispute with the UTSA Buyer.
2. If a mutually acceptable agreement is not reached, within ten (10) working days the vendor may submit a protest in writing to the Purchasing Manager. The written protest should contain a precise statement of the relevant facts and identification of the issue(s) to be resolved.
3. The Purchasing Manager will respond in writing, forwarding the decision within ten (10) working days to the aggrieved vendor and appropriate UTSA staff.
4. The vendor may appeal the Purchasing Manager's decision by writing the Vice President for Business Affairs (VPBA). The appeal of the Manager's decision must be in writing and received by the VPBA no later than ten (10) working days after receipt of the Manager's decision.
5. The VPBA will issue a decision within ten (10) working days to the aggrieved vendor. Such decision will be the final administrative action of UTSA.

General Information

The time limits involved in the protest and dispute resolution procedure are as stated. If a procedure step has not been followed within the time limits provided, the protest/dispute is considered withdrawn. Any of the time limits may be extended by prior written mutual consent of both parties.