Procurement Offices
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Procurement Vendor Guide

Fauquier County Government and Public Schools Vendor Guide
 

The purpose of this web page is to acquaint individuals who desire to sell to Fauquier County Government and Public Schools with the procedures followed by the Procurement Division in carrying out purchasing activities. It is intended as a general guide and may not answer all questions you may have.
Please contact the Procurement Division with additional questions and for assistance.

GENERAL PROCEDURES

ETHICAL STATEMENT

PURCHASING AUTHORITY AND RESPONSIBILITIES

VENDOR VISITS

VENDOR ASSISTANCE

BIDDER'S LIST

DELIVERY OF GOODS

PAYMENT

TAXES

LOCAL, SMALL & MINORITY BUSINESSES

PURCHASING GUIDELINES

PROCUREMENT METHODS

PUBLIC NOTICE OF SOLICITATIONS

ALTERNATE BIDS

FACSIMILE BIDS

RECEIPT OF BIDS OR PROPOSALS

SOLICITATION RESULTS

PROTEST OF AWARD

REJECTED BIDS/WAIVERS OF INFORMALITY



 ETHICAL STATEMENT

The Procurement Division is dedicated to the highest principles of fairness and competition. It operates under the auspices of federal, state and local law. Procurement Division personnel are strictly prohibited from taking any actions which do not reflect the ideals of honor and integrity in the performance of their work. The offering of gratuities or promises of future employment by vendors is prohibited and will be reported to the Supervisor of Procurement for appropriate action.

All vendors doing business with Fauquier County Government and Public Schools will adhere to the principles of equal employment with respect to hiring and promotion.

PURCHASING AUTHORITY AND RESPONSIBILITIES

The Procurement Division is responsible for the centralized procurement of goods, services (including professional), insurance and construction for Fauquier County and Fauquier County Public Schools (FCG&PS). The Division's legal authority is found in § 2.2-4300 of the Code of Virginia (Virginia Public Procurement Act) and the Procurement Policy adopted by the Fauquier County Board of Supervisors and Fauquier County School Board.

 VENDOR VISITS

The Procurement Division welcomes and encourages visits by vendors or their representatives. To ensure availability of appropriate staff an appointment is suggested. Appointments with a buyer may be scheduled from 9:00 a.m. to 3:00 p.m., Monday through Friday.

 VENDOR ASSISTANCE

FCG&PS encourages vendors to supply line cards, catalogs and price lists of goods or services they provide; in addition to providing the Procurement Division assistance in developing and writing specifications.

 BIDDER'S LIST

The Procurement Division maintains a computer listing of all registered prospective bidders/offerors classified by commodity. A vendor must complete an application to be included in the database.

Placement on the list is no guarantee a Bidder will be solicited for bids and/or quotes. Bidders are urged to regularly check with the local newspaper or the county web site (http://www.fauquiercounty.gov/government/departments/procurement/) to keep apprised of current requirements.

 DELIVERY OF GOODS

Delivery of goods must be made to the location indicated on each Purchase Order. FCG&PS receives deliveries of goods between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday, excluding observed holidays. The vendor shall prepay all shipping charges. FCG&PS will not accept COD orders. All shipments must be accompanied by appropriate packing slips containing the shipper's name, exact contents, and Purchase Order number. If items are to be shipped from a company or manufacturer other than the one specified on the purchase order, it is imperative that this information be included, or the shipment may be refused.

 PAYMENT

Invoices must be submitted to the County or School Division or Department as indicated on the Purchase Order and shall reference the purchase order number. Failure to do so may delay payment. Prompt payment with cash discounts may be taken if offered and payment is made within the prescribed time frame. Time will be computed from the date of delivery of performance or from the date a correct invoice is received, whichever is later. FCG& PS payment terms are Net 45 days.

 TAXES

FCG&PS is exempt from Federal and State taxes. The Accounting Department will provide state exemption certificates (ST-12) upon request by the vendor. Call (540) 422-8339.

 LOCAL, SMALL AND MINORITY BUSINESSES

The Virginia Public Procurement Act does not allow a preference for local, woman-owned or minority businesses. However, FCG&PS is committed to giving these businesses opportunities to compete for County and School contracts.


 PURCHASING GUIDELINES


 PROCUREMENT METHODS

Fauquier County Government and Public Schools encourages competition in its purchasing practices. To the extent practicable and within the guidelines established by applicable legislation, acquisitions of goods and services are made competitively. Procurement Methods are outlined below.(Note: if an acceptable requirements contract is available to FCG&PS, that contract may be used to purchase goods and services of any dollar value as long as the contract has been approved as an acceptable source, by the Procurement Division.)

Small Purchases:

Where the estimated total cost of the goods or services is less than $50,000, three verbal bids/quotes (up to $24,999) are required, and four unsealed written or faxed bids (from $25,000 – 49,999) are required. The individual soliciting bids maintains a record of vendors contacted, the name of the individual submitting the bid, the date, the amount and specification of each bid and to whom the award is made and the basis for award. The Procurement Division routinely delegates the solicitation of bids for small purchases to the Using Department.

Competitive Sealed Bidding:

Where the estimated total cost of the goods or services is greater than $50,000, the solicitation is posted at least ten (10) days preceding the last day set for the receipt of bids. Bids must be submitted in accordance with the terms of the particular "Invitation for Bid" (IFB). Bids are publicly opened and read aloud at the time and date specified. Vendors are encouraged to attend bid openings.

Competitive Negotiation:

Upon an advance written determination that competitive sealed bidding is either not practicable or not fiscally advantageous, the Procurement Division will use the formal competitive negotiation process; i.e., the issuance of a "Request for Proposal" (RFP). RFP's are advertised in a local newspaper and publicly posted at least ten (10) days prior to the proposal due date.

 Emergency Purchases:

An emergency may arise in order to protect personal safety, life or property; i.e. an occurrence of a serious, urgent and threatening nature that demands immediate action to avoid termination of essential services or dangerous conditions. In such cases, the Procurement Division may award a purchase order or contract without formal competitive bidding or competitive negotiation. Such procurement will be made with as much competition as is practicable under the circumstances and must be approved by the Supervisor of Procurement.

Sole Source Procurement:

Upon a determination in writing that only one source exists for a specific good or service to be procured, a contract may be negotiated and awarded without competitive sealed bidding or competitive negotiation. The Supervisor of Procurement will approve or disapprove such as a "sole source" purchase. FCG&PS will publicly post a notice of award or notice of intent to award a sole source procurement with a total cost equal to or exceeding $50,000 on the public bulletin board.

 Professional Services:

FCG&PS contracts for professional services from non-governmental sources in accordance with the applicable provisions of the Virginia Public Procurement Act. The Code of Virginia strictly defines professional services to the following: accounting, actuarial services, architecture, land surveying, landscape architecture, law, dentistry, medicine, optometry, pharmacy or professional engineering.

 PUBLIC NOTICE OF SOLICITATIONS

Competitive Negoations, where the estimated total cost of goods or services is greater than $50,000, are advertised in a newspaper of general circulation in the County. Both IFB and RFP's are publicly posted on the bulletin board located on the 2rd floor, Alice Jane Childs Office Building, 320 Hospital Dr., Suite 23, Warrenton, VA.

 In addition, the Procurement Division advertises on the County web site.


 FACSIMILE BIDS

Small Purchases:

The Procurement Division will receive and accept facsimile and electronic bids prior to the time and date designated for bid submission for unsealed bids, only.

Formal Sealed Bids:

The Procurement Division will not receive or accept facsimile or electronic bids for formal sealed bids.

 RECEIPT OF BIDS OR PROPOSALS

Solicitations will specify that competitive bids or proposals are to be received by the specified date and hour in the Procurement Division. FCG&PS will not accept bids/proposals after the date and time specified. FCG&PS is not responsible for delays in the delivery of mail by the U.S. Postal Service or private couriers. It is the sole responsibility of the Bidder/Offeror to insure that its bid/proposal reaches the issuing office by the designated date and hour.

 SOLICITATION RESULTS

For sealed competitive procurements, the Procurement Division, upon evaluation of solicitation results, will announce the decision by either issuing a notice of award or notice of intent to award. Vendors wanting a copy of the bid tabulation may download this from our website www.fauquiercounty.gov/government/departments/procurement/ and click on Bid Results & Other Misc. Information. FCG&PS does not routinely notify unsuccessful vendors for procurements under $50,000.

 PROTEST OF AWARD

Any bidder or offeror may protest the award or decision to award a contract by submitting such protest in writing to the County Administrator or Superintendent of Schools, as defined in the terms and conditions of the solicitation, no later than ten (10) days after the award or the announcement of the decision to award, whichever occurs first. The written protest shall include the basis for the protest and the relief sought. The County Administrator or Superintendent of Schools (as applicable) will issue a decision in writing within ten (10) days of the receipt of the protest stating the reasons for the action taken.

 REJECTED BIDS/WAIVERS OF INFORMALITY

The Procurement Division reserves the right to reject any or all bids/proposals and waive any informality in any bid/proposal. However, any provision which, if changed or waived, would affect the competitive position of the bidders, cannot be waived.

Date Last Modified: 04/23/2013

 
 


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