The City's Bidder List -- Viewing and Submitting Bids

1. What do I need to do to view current bids and solicitations?
2. Do I have to be registered with eProcure to submit a bid?
3. How long will my firm remain on the City of Alexandria bidder mailing list?
4. May I receive or send a bid package by facsimile?

The City's Bidding Process

1. Does the Purchasing Division buy for all City offices?
2. Who originates the requirement for an Invitation to Bid or Request for Proposal?
3. What amount must a project be before it is bid?
4. How are small purchases handled?
5. How does the City advertise goods or services being bid?
6. How do I know which Buyer handles what commodities or services?
7. Does the City release the estimated cost of projects being bid?
8. Does the City do telephone quotes? At what amounts?
9. Does the City give bid results over the telephone?
10. Do you provide lists of registered bidders or plan holders?
11. How do I get information regarding previous contracts, bids, or bid results?
12. When are contracts rebid?

Bidder Qualifications

1. Does the City offer set-asides or preferences for Small and Minority Business Enterprises?
2. What are the bonding requirements?
3. Must a company be based in Virginia to bid?

Contact Information

1. How do I contact City departments to introduce my company?
2. Where is the Purchasing Division office?
3. What are your office hours?
4. How do I get to Alexandria City Hall?

The City's Bidder List -- Viewing and Submitting Bid

1. What do I need to do to view current bids and solicitations?

You may register for the City's bidder list and download solicitations by visiting the eProcure page. A current federal W-9 form must also be on file with the Purchasing Division.

2. Do I have to be registered with eProcure to submit a bid?

Yes. Before the City awards a contract, though, you will be asked to register with the City's eProcure website and complete a federal W-9 form. Being on the list assures that you will receive announcements automatically of solicitations for which your firm is capable of furnishing goods or services.

If you wish to download Invitations to Bid and Requests for Proposals from the eProcure, you must first register by following the instructions.

3. How long will my firm remain on the City of Alexandria bidder mailing list?

Indefinitely, or until you fail to respond to three consecutive solicitations.

4. May I receive or send a bid package by facsimile?

No. Formal advertised sealed bids/proposals may not be issued or received by the Purchasing Division through facsimile.

Electronic PDF versions of Invitations to Bid and Requests for Proposals may be downloaded from the eProcure website. Responses to all formal solicitations must be submitted electronically through eProcure using the "attach" option. Physical copies are no longer accepted.

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The City's Bidding Process

1. Does the Purchasing Division buy for all City offices?

Some legally independent Alexandria authorities have been granted procurement authority and have their own purchasing offices and procedures. These are as follows:

• Alexandria Public Schools
• Alexandria Public Library
• Alexandria Transit Authority (DASH)
• Alexandria Redevelopment and Housing Authority (ARHA)
• Alexandria Sanitation Authority
• Any institution to which the City makes a lawful grant-in-aid and over which the City retains no control

Contact information for these authorities may be found in the City of Alexandria Government Telephone Directory available from the Office of Citizen Assistance.

2. Who originates the requirement for an Invitation to Bid or Request for Proposal?

Normally, the using Department submits a requisition to the Purchasing Division for a specific requirement.

3. What amount must a project be before it is bid?

All goods, services, construction and insurance estimated to cost more than $50,000 will be subject to a formal advertised sealed Invitation to Bid or Request for Proposals. Procurements of less than $50,000 in value are handled through telephone or informal written quotes.

4. How are small purchases handled?

City Departments have been delegated authority for small purchases up to $20,000 For purchases under $5,000, a Purchase Card or non-competitive Agency Purchase Order may be used. For purchases between $5,000 and $49,999, three informal (telephone, written or e-mail) quotes are required.

5. How do I know which Buyer handles what commodities or services?

Commodities and services are assigned to Buyer Teams. These assignments are listed in Section XVII, Buying Assignments, in the booklet, "How to do business with the City of Alexandria, Virginia: A Guide for Vendors." This book is also available upon request from the Purchasing Division.

6. How does the City advertise goods or services being bid?

For all goods, services, construction or insurance requirements estimated to cost more than $50,000, the city advertises in the Alexandria Examiner newspaper at least 10 days prior to the due date. These requirements are posted on the Purchasing Division eProcure website.

7. Does the City release the estimated cost of projects being bid?

No.

8. Does the City do telephone quotes? At what amounts?

Telephone quotes are permitted for goods and services estimated to cost less than $50,000. Most telephone quotes are requested by the City’s departments, which have been delegated this authority by the Purchasing Division.

9. Does the City give bid results over the telephone?

No. All registered bidders are provided with results by mail after an award is made.

Award announcements will be posted on the eProcure website.

10. Do you provide lists of registered bidders or plan holders?

No.

11. How do I get information regarding previous contracts, bids, or bid results?

Information on requesting public records is available from the Office of the City Attorney. Announcements of contract awards are posted on the eProcure website.

12. When are contracts rebid?

Normally, contracts will be rebid approximately three months prior to expiration of the current contract.

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Bidder Qualifications

1. Does the City offer set-asides or preferences for Small and Minority Business Enterprises?

In accordance with the Virginia Code, the City of Alexandria is unable to grant preferences or set-asides.

2. What are the bonding requirements?

Bonds are normally not required for projects estimated to cost less than $100,000. The Purchasing Agent, however, may require a bond if he believes it is in the City’s best interests. Bonds may be issued by an approved surety firm, be in the form of a cashier’s check, or, with the prior approval of the City Attorney, be in the form of an irrevocable letter of credit with an approved financial institution.

3. Must a company be based in Virginia to bid?

No, but foreign (out-of-state) corporations must register with the Virginia State Corporation Commission before being awarded a contract.

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Contact Information

1. How do I contact City departments to introduce my company?

Obtain a copy of the City of Alexandria Government Telephone Directory from the Office of Citizen Assistance and contact the fiscal offices of the various departments.

2. Where is the Purchasing Division office?

Suite 301, 100 North Pitt Street, Alexandria, VA 22314. This is one block west of City Hall near the intersection of King and North Pitt Streets.

3. What are your office hours?

The Purchasing Division office is open from 8 a.m. to 5 p.m., Monday through Friday. Please call 703.746.4944 for an appointment to visit with a member of the staff.

4. How do I get to Alexandria City Hall?

From Interstate 95/495, take the U.S. Route 1 North exit to King Street. Turn East on King Street to Fairfax Street. Park in the underground garage on the east side of the City Hall Plaza.

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