How should procurement disputes be resolved?

• A. Follow the dispute resolution process outlined in the procurement policy, including documentation and escalation.
• B. Disputes should be settled by the grant administrator alone.
• C. Disputes must be escalated to the deputy director with no documentation.
• D. Disputes can be ignored if not resolved within 30 days.

Answer: (A)

Disputes should be resolved through the procurement policy’s defined dispute-resolution process, with proper documentation and escalation. This approach provides a consistent, auditable path, ensuring the issue is handled by the right people and within the established timelines. Keeping a thorough record of what happened, who was involved, the actions taken, and the rationale protects everyone and supports accountability and compliance with funding rules. Escalation ensures that more complex or unresolved matters receive appropriate oversight, preventing unilateral, potentially biased decisions.

Relying on the grant administrator alone bypasses required governance and can lead to inconsistent outcomes. Skipping documentation or moving issues up without records undermines accountability. Ignoring disputes or letting them lapse due to a time-based expectation violates due process and exposes the program to risks. Following the policy with documentation and proper escalation is the responsible course.