Purchasing - Frequently Asked Questions

Who is the Purchasing Agent?

Purchasing/Risk Manager is Steven Corbit and he has been the Purchasing Agent since 2004 earning the Virginia Contracting Officer (VCO) certification in 2007.

What are your office hours?

The Finance department is open 8:00am to 5:00pm EST Monday through Friday. Vendors are encouraged to call for an appointment.

What are the City’s bidding requirements?

Type	Amount	Action	Responsibility
Single Source	$1 - $4,999.99	No quotes needed	Department
Small Purchase	$5,000 - $14,999	3 verbal quotes	Department
Professional Services	$15,000 - $29,999.99	3 written quotes	Department
Goods & Non-Professional	$15,000 - $49,999.99	4 written quotes	Department
Goods & Non-Professional	$50,000+	Competitive Sealed Bid	Finance
Professional Services	$30,000+	Competitive Negotiation	Finance

 

What is the difference between a Bid and a Quote?

A Bid is a formal offer submitted in response to an Invitation to Bid (ITB) issued by the Purchasing Agent becoming a Contract upon Award and governed by the City Code and the Virginia Public Procurement Act. A Quote is a response to a Request for Quote
(RFQ), or a telephone request issued by a City department for an informal offer to provide goods or non-professional services valued less than $50,000.

What do I need to do to be placed on the City’s bidders list(s)?

Complete and return the City of Winchester Bidders Application.

Do I have to be on a bidders list or mailing list in order to submit a Bid?

No, except for when a mandatory pre-bid meeting is required.

Does the City offer preferences for local businesses?

No. In accordance with the Virginia Code, in particular the Virginia Public Procurement Act, the City of Winchester is unable to grant preferences, except in the event of a tie bid.

How do I request information regarding current or previous contracts?

Please contact the Purchasing Agent by calling (540) 667-1815 Ext. 1477, or email:
purchasing@ci.winchester.va.us

How does the City advertise Bids?

All goods or services that require competitive negotiation are advertised in the local newspaper. All Bids are advertised online at www.winchesterva.gov/purchasing/itbrfp and advertised on a bid board outside the Purchasing office in Rouss City Hall, 15 North Cameron Street, Winchester, VA 22601.

Does the City give out bid results over the telephone?

Yes. Prior to an Award, the Purchasing Agent may be contacted to provide the apparent low bidder results, or after an Award has been made a copy of the bid tabulation may be requested, or you may download bid tabulations from our website.

Will the City Fedex/UPS/overnight mail a bid package to a vendor?

The Purchasing Agent will overnight bid packages at the vendor’s expense when supplied with an appropriate account number or when paid in advance.

Does the City release cost estimates of projects being bid?

Generally, no. A copy of the City’s capital improvement budget is available on the City’s website, or by contacting the Finance Director.

May I send my bid packet by facsimile or email?

Bid responses to any formal Invitation to Bid (ITB) or Request for Proposal (RFP) sent via facsimile or email will NOT be accepted. Quote responses may be received via facsimile or email providing the requesting department authorizes this in the Request for Quote (RFQ).

How do I get a plan holders list or bidders lists?

These lists may be requested by contacting the Purchasing Agent at (540) 667-1815 Ext. 1477, or emailing at purchasing@ci.winchester.va.us, or by checking our website.

How does a mandatory pre-bid meeting work?

If the City requires a mandatory pre-bid meeting or conference for an Invitation to Bid (ITB), then all prospective bidders shall attend, otherwise their bids will be found non-responsive and returned unopened. Interested bidders may not be more than 5 minutes late.

When are Bid, Payment and Performance Bond required?

A16: City Code Chapter 21-46 and 21-47 would apply, if applicable. Bonds are not normally required for projects estimated at less than $25,000 although the Purchasing Agent may require a bond if it is in the City’s best interests. Bonds may be issued from a surety company which is legally authorized to do business in Virginia, or a bidder may furnish a certified check or cash escrow in the face amount for the bond. If approved by the City Attorney, a bidder may furnish a personal bond, property bond or bank or savings and loan association’s letter of credit.

When are contracts re-bid or renewed?

Normally, two months prior to the expiration of the current contract.

What is a Sole Source procurement?

A sole source procurement is investigated and authorized by the Purchasing Agent when there is only one source practicably available for the goods or services required. Competition is not available in a sole source situation; thus distinguishing it from a proprietary purchase where the product required is restricted to the manufacture(s) stipulated, but is sold through distributors and competition between them can be obtained.