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City of Alexandria, VA

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  • Live

    Make the most of Alexandria's outstanding quality of life with information and services of interest to residents.

    • Be Prepared

      Are you ready? Find resources and information to help residents, businesses and visitors to prepare for all types of emergencies, and to stay safe.

      • Flooding Preparedness
      • Snow and Ice Control
      • Hurricane Preparedness
      • Emergency Preparedness
      • Public Health Emergency
    • Community Life

      Learn more about pets and animals, schools and libraries, parks and farmers' markets, community gardens, and more.

      • Community Gardens
      • Farmers' Markets
      • Parks
      • Pets
      • Recreation
    • Get Involved

      There are many opportunities to get involved to help better the City of Alexandria. Opportunities include serving on a Board, Commission or Committee, providing input on a new City project or speaking at a City Council meeting.

      • Boards and Commissions
      • Civic Engagement Policy
      • City Academies
      • Community Emergency Response Team (CERT)
      • Speak at a Meeting
      • Volunteering
    • Getting Around

      Information on how to get to and through the City of Alexandria, including walking, biking, bus, rail, air, ridesharing, and more.

      • Bicycling in Alexandria
      • Bus and Rail
      • King Street Trolley
      • Parking in Alexandria
      • Street Maps
      • Taxis
      • Water Taxis
    • Historic Preservation

      Historic Alexandria is a treasure trove of early structures, artifacts, and records that creates a unique way of life for its citizens and provides enjoyment for thousands of people who visit this special community every year. The City continues to add resources to its collection of local and nationally designated historic districts.

      • Alexandria History
      • Board of Architectural Review
      • Historic Alexandria
      • Historic Districts
    • Licenses & Permits

      Find out whether a permit is required, the type of permit needed, fees involved, and what requirements are necessary for the activity you want to engage in Alexandria.

      • Building & Construction
      • Business Licenses
      • Health Permits
      • Marriage Licenses
      • Virginia Department of Motor Vehicles (DMV)
    • Parking

      Information about parking in the City of Alexandria, including parking options, enforcement, districts and permits.

      • Contest a Parking Ticket
      • Guest Parking Permits
      • Parking Permits
      • Parking Studies
      • Parking in Old Town
      • Pay a Parking Ticket
    • Public Health & Wellness

      Alexandria is committed to ensuring our residents thrive through physical, mental, and social health.

      • Aging & Adult Services
      • Domestic Violence
      • Environmental Health
      • Environmental Quality
      • Health Department
      • Health Clinics
      • Sexual Assault
      • Substance Abuse Prevention
      • Substance Abuse Services
      • Teen Pregnancy Prevention
      • Teen Wellness Center
    • Public Safety & Courts

      Agencies and programs that help maintain our safety and overall quality of life. These links contain information about the City of Alexandria's law enforcement agencies and public safety organizations, courts and judicial system.

      • Fire Department
      • Police Department
      • Sheriff's Office
      • Circuit Court
      • Clerk of Circuit Court
      • General District Court
      • J&DR Court
      • Court Service Unit
    • Public Works

      Learn more about how the City maintains streets, sidewalks, bridges, and other infrastructure in the City.

      • Bridge Maintenance
      • Paving and Potholes
      • Sewer Maintenance
      • Street Sweeping
    • Real Estate & Taxes

      The City collects car and real estate taxes, maintains tax relief programs and assesses property values. Taxes can be paid in a variety of ways including online, by phone and by mail.

      • Payments
      • Personal Property/Car Tax
      • Real Estate Assessments
      • Real Estate Tax
      • Tax Guide
      • Tax Relief
    • Schools & Libraries

      Did you know that ACPS is one of the most diverse school systems in the country? Our students come from more than 80 different countries, speak more than 60 languages, and represent a myriad of ethnic and cultural groups. The Alexandria Library is an educational, user-oriented service institution providing free public access to recorded knowledge and ideas.

      • Alexandria City Public Schools (ACPS)
      • Alexandria Library
      • Child Care
      • Higher Learning
      • Out of School Time Programs
    • Social Services

      The City provides public assistance as a safety net for individuals and families, including help with homelessness prevention, food, rent, utilities, medical coverage and prescriptions, job training and placement assistance, and much more.

      • Aging & Adult Services
      • Child Care Assistance
      • Homeless Services
      • Housing Resources
      • Mentoring Programs
      • Military & Veteran Services
    • Trash & Recycling

      Find information on the City's refuse, recycling and yard waste collection programs.

      • Recycling
      • Refuse Collection
      • Yard Waste
    • Utilities

      The City of Alexandria does not operate any public utilities. The following companies are the primary providers of their respective service:

      • Cable TV (Comcast / Xfinity)
      • Drinking Water (Virginia American Water)
      • Electricity (Dominion Energy)
      • Natural Gas (Washington Gas)
      • Sewage/Water Treatment (Alex Renew)
      • Wired Telephone (Verizon)
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  • Play

    Whether you live here or are just visiting, Alexandria is a great place to shop, dine, take in the arts, get outdoors, and just have fun.

    • About Alexandria

      If you are looking for small-town charm and big-city amenities, Alexandria is the place to find them. Alexandria has a fascinating history, and many of its historic buildings are still preserved today. The City's many historic homes, churches, businesses, and museums allow residents and visitors alike to experience the past that makes it the charming town it is today.

      • Alexandria's History
      • Demographics & Statistics
      • Maps & GIS
      • Visit Alexandria
    • Arts & Culture

      Through engaging the community, encouraging participation, and facilitating access to arts and culture, the City builds a vibrant community for its residents, workers, and visitors.

      • City Concerts
      • City Events
      • Historic Property Rentals
      • Museums & Historic Sites
      • Office of Historic Alexandria
      • Office of the Arts
    • Entertainment

      Find events and activities, shops and restaurants, concerts and performances, arts and culture, historic attractions, parks and libraries, farmers' markets, and more.

      • City Concerts
      • City Events
      • Office of the Arts
      • Visit Alexandria: Things to Do
    • Getting Around

      Information on how to get to and through the City of Alexandria, including walking, biking, bus, rail, air, ridesharing, and more.

      • Bicycling in Alexandria
      • Bus & Rail
      • King Street Trolley
      • Parking in Alexandria
      • Street Maps
      • Taxis
      • Water Taxis
    • Museums & Historic Sites

      Alexandria is a desirable location to live, work and play. The City owns many of the premier historic sites in Alexandria and it is charged with the conservation, interpretation and promotion of these links to the past.

      • City Museums
      • Historic Sites & Attractions
      • Office of Historic Alexandria
    • Parks & Recreation

      Alexandria is an active community that offers more than 900 acres of parks and dedicated public space, and a wide variety of neighborhood and recreation centers, pools, dog parks, farmers' markets, waterfront activities and more.

      • Classes & Camps
      • Dog Parks
      • Facility & Park Rentals
      • Farmers' Markets
      • Marina & Waterfront Parks
      • ParkLink Interactive Map
      • Parks & Trails
      • Pools & Aquatics
      • Recreation Centers
      • Sports Leagues & Programs
    • Visit Alexandria

      Information about visiting Alexandria, including shopping, dining, attractions, accommodations, events listings and more. Plan your visit with an itinerary builder, interactive maps, hotel booking, online restaurant reservations and much more.

      • Group Tours
      • Meet in Alexandria
      • Plan Your Visit
      • Trip Planning Assistance
      • Visitor Center
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  • Services

    We are here to serve you. Browse the topics to the right to learn more about the programs and services we offer.

    • Alex311

      Connect with professional and knowledgeable staff for City service and information requests from every City department.

      • Missed Collection
      • Parking
      • Potholes
      • Street Cleaning
      • Trash & Recycling Containers
      • Trees
      • Yard Waste / Bulky Items Pickup
    • Animals

      What you need to know about animals, pets and wildlife in Alexandria.

      • Animal Adoption
      • Animal Control
      • Dog Parks
    • Buildings & Construction

      The City provides services to residents, businesses, contractors, and visitors needing permits for constructions and other developments.

      • Building Codes
      • City Code
      • Code Administration
      • Green Building
      • Land Use & Zoning
      • Permit Center
      • Permits & Land Use Applications
    • Environment

      "Green" initiatives, air quality, noise, water conservation, mosquito and rodent control.

      • Air Quality
      • Clean Waterways
      • Climate Change
      • Eco-City Alexandria
      • Green Building
      • Mosquito Control
      • Noise Control
      • Rodent Control
      • Stormwater Management
    • Jobs
      • City Government Jobs
      • Alexandria City Public Schools
      • Job Search Assistance (Workforce Development Center)
      • Collective Bargaining
    • Maps & GIS

      Geographic Information Systems (GIS) centrally manages, shares and analyzes information about locations through specialized mapping technology. This information increases transparency, improves many City technology applications and provides critical data to decision makers and the public.

      • Interactive Maps
      • Open Data
      • Standard Maps
    • Parks & Recreation

      Alexandria is an active community that offers more than 900 acres of parks and dedicated public space, and a wide variety of neighborhood and recreation centers, pools, dog parks, farmers' markets, waterfront activities and more.

      • Classes & Camps
      • Dog Parks
      • Facility & Park Rentals
      • Farmers' Markets
      • Marina & Waterfront
      • Parks & Trails
      • Pools & Aquatics
      • Recreation Centers
      • Sports Leagues & Programs
    • Property & Housing

      The City administers various housing-related programs and services.

      • Housing Master Plan
      • Landlord & Property Manager Resources
      • Maps & GIS
      • Office of Housing
      • Parcel Viewer
      • Real Estate Assessments
    • Public Health & Wellness

      Alexandria is committed to ensuring our residents thrive through physical, mental, and social health.

      • Aging & Adult Services
      • Emergency Mental Health Services
      • Environmental Health
      • Environmental Quality
      • Health Department
      • Health Clinics
      • Sexual and Domestic Violence Services
      • Substance Abuse Services
      • Teen Pregnancy Prevention
      • Teen Wellness Center
    • Public Safety & Courts

      Agencies and programs that help maintain our safety and overall quality of life. These links contain information about the City of Alexandria's law enforcement agencies and public safety organizations, courts and judicial system.

      • Fire Department
      • Police Department
      • Sheriff's Office
      • Circuit Court
      • Clerk of Circuit Court
      • General District Court
      • J&DR Court
      • Court Service Unit
    • Public Works

      Learn more about how the City maintains streets, sidewalks, bridges, and other infrastructure in the City.

      • Bridge Maintenance
      • Paving & Potholes
      • Sewer Maintenance
      • Street Sweeping
    • Real Estate & Taxes

      The City collects car and real estate taxes, maintains tax relief programs and assesses property values. Taxes can be paid in a variety of ways including online, by phone and by mail.

      • Payments
      • Personal Property/Car Tax
      • Real Estate Assessments
      • Real Estate Tax
      • Tax Guide
      • Tax Relief
    • Social Services

      The City provides public assistance as a safety net for individuals and families, including help with homelessness prevention, food, rent, utilities, medical coverage and prescriptions, job training and placement assistance, and much more.

      • Aging & Adult Services
      • Child Care
      • Children & Families
      • Discrimination & Disabilities
      • Gang & Youth Violence Prevention
      • Homeless Services
      • Housing Assistance
      • Human Rights
      • Job Search Assistance (Workforce Development Center)
      • Mentoring Programs
      • Military & Veteran Services
    • Trash & Recycling

      Find information on the City's refuse, recycling and yard waste collection programs.

      • Recycling
      • Refuse Collection
      • Yard Waste
    • Transportation

      Information on how to get to and through the City of Alexandria, including walking, biking, bus, rail, air, ridesharing, and more.

      • Bicycling in Alexandria
      • Bus & Rail
      • King Street Trolley
      • Parking in Alexandria
      • Street Maps
      • Taxis
      • Transportation Planning
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  • Business

    Ideally located just across the Potomac River from Washington, D.C., Alexandria is nationally recognized as one of the best places to live and do business on the east coast. Learn how we can help you start or relocate your business in Alexandria, and access resources for existing businesses and commuters.

    • Business Resources

      The City provides services and resources to help existing businesses expand within the City and promotes recruiting new businesses in Alexandria.

      • Alexandria Economic Development Partnership (AEDP)
      • Alexandria Small Business Development Center (SBDC)
      • BIPOC Small Business Program
      • Doing Business with the City
      • New Business Guide
      • Public-Private Partnerships
    • Jobs

      Alexandria offers wide range of job opportunities and services. Work for City government or City Public Schools, find out about an internship opportunity or learn about workforce development and career training options.

      • City Government Jobs
      • Job Search Assistance (Workforce Development Center)
      • Collective Bargaining
    • Licenses & Permits

      Find out whether a permit is required, the type of permit needed, fees involved, and what requirements are necessary for the activity you want to engage in Alexandria.

      • APEX Permitting & Land Use System
      • Business Licenses
      • Business Outdoor Program & Permits
      • Health Permits
      • Permit Center
      • Zoning Information
    • Real Estate & Taxes

      The City collects car and real estate taxes, maintains tax relief programs and assesses property values. Taxes can be paid in a variety of ways including online, by phone and by mail.

      • Business License Tax
      • Business Personal Property Tax
      • Lodging Tax
      • Meal Tax
      • Payments
      • Real Estate Assessment Search
      • Real Estate Assessments
      • Sales Tax
    • Transportation

      Information on how to get to and through the City of Alexandria, including walking, biking, bus, rail, air, ridesharing, and more.

      • Getting Around
      • Vehicle Registration
      • GO Alex Commuter Resources
      • Parking in Alexandria
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  • Government

    Learn more about Alexandria's accountable, effective, and well-managed government.

    • City Council

      The Alexandria City Council is composed of a Mayor and six Council members who are elected at-large for three-year terms. The Mayor, who is chosen on a separate ballot, presides over meetings of the Council and serves as the ceremonial head of government.

      • City Council Calendar
      • Communicate with City Council
      • Council Assignments
      • Meeting Dockets & Video
      • Speak at a Meeting
    • Boards & Commissions

      The City of Alexandria has a strong commitment to citizen participation as evidenced by the number of citizen boards and commissions established by City Council. These bodies compose a formal system through which citizens can advise City Council on all major issues affecting the City.

      • Meeting Dockets & Video
      • Apply for a Board or Commission
      • Boards & Commission Calendar
      • Board of Architectural Review
      • Board of Zoning Appeals
      • Planning Commission
      • Park & Recreation Commission
      • Transportation Commission
    • Departments & Agencies

      View a list of City departments, offices and other agencies, and learn about their role in the organization.

      • City Government Departments & Offices
      • Virginia Department of Motor Vehicles (DMV)
      • Washington Metropolitan Area Transit Authority (WMATA)
      • Alexandria City Public Schools (ACPS)
      • Alexandria Economic Development Partnership (AEDP)
      • Alexandria Redevelopment and Housing Authority (ARHA)
      • Alexandria Transit Company (DASH)
      • Animal Welfare League of Alexandria (AWLA)
      • Small Business Development Center (SBDC)
      • Visit Alexandria (Official Tourism Site)
    • Public Safety & Courts

      Information about the City of Alexandria's law enforcement agencies and public safety organizations, courts and judicial system.

      • Police Department
      • Fire Department
      • Sheriff's Office
      • Courts
      • Office of Emergency Management
      • Emergency & Customer Communications
      • Community Policing Review Board
    • Elected Officials

      Alexandria voters elect a Mayor and City Council and three local officers, as well as state and federal representatives.

      • City Council
      • Clerk of Circuit Court
      • Commonwealth's Attorney
      • Sheriff
      • Voting in Alexandria
    • Get Involved

      There are many opportunities to get involved to help better the City of Alexandria. Opportunities include serving on a Board, Commission or Committee, providing input on a new City project or speaking at a City Council meeting.

      • Boards & Commissions
      • City of Alexandria Academy Programs
      • Civic Engagement Policy
      • Speak at a Meeting
      • Volunteering
    • Transparency

      The City government acts with integrity in an open process, and provides timely access to clear, trustworthy information, presented and employed by all parties from the beginning to the end of the process, including the reasoning that leads to and supports the policy conclusion.

      • Operating Budget & Capital Improvement Program
      • Meeting Dockets & Video
      • Performance Analytics
      • Alexandria's Strategic Plan
      • Race & Social Equity
      • Community Policing Review Board
      • Collective Bargaining
      • City Code
      • Open Data
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  • Projects & Plans

    Much of our work involves creating and improving infrastructure and planning for the future. Learn more about major projects and plans here, and how you can get involved!

    • Arts & Culture

      Information about arts, culture and historic projects in the City.

      • Arts & Culture Master Plan
      • Public Art Implementation Plan
    • Development

      Information about commercial and residential development projects in the City.

      • Landmark/Van Dorn Area Planning
      • North Potomac Yard Implementation / Virginia Tech Innovation Campus
      • Potomac River Generating Station Redevelopment
    • Environmental

      Information about environmental and "green" projects in the City.

      • 500 Block N. Pitt St. Sewer Separation Project
      • Flood Action Alexandria
      • Franklin St. Sewer Relocation Project
      • Holmes Run Trail Repairs
      • Lucky Run Stream Restoration
      • Oronoco Outfall Remediation Project
      • Wheeler Ave. Sanitary Sewer Pipe Relining
      • Windmill Hill Park Project - Phase II
    • Neighborhoods

      Information about neighborhood projects in the City.

      • Alexandria West Planning
      • Duke Street and West Taylor Run Project
      • Eisenhower Avenue Metrorail Station Pedestrian Crossing Improvements
      • King-Callahan-Russell Intersection Improvement Project
      • Mount Vernon Avenue North Complete Streets
    • Parks & Recreation

      Information about parks and recreation projects in the City.

      • Beauregard Street Multi-Use Trail Project
      • Bicycle Parking
      • Eugene Simpson Park Renovation Projects
      • Joseph Hensley Park Renovation
      • Old Cameron Run Trail Project
      • Robinson Terminal South Update: Historic Ship Stabilization
    • Public Facilities

      Information about public facilities projects in the City.

      • Alexandria Waterfront
      • King Street-Old Town Metro Access Improvement Project
      • Municipal Broadband
      • Potomac Yard Metrorail Station Project
    • Social Services

      Information about social services projects and plans in the City.

      • Aging and Adult Services
      • Early Care & Education Common Agenda
      • The Partnership to Prevent & End Homelessness
    • Transportation

      Information about transportation projects and plans in and around the City.

      • Adaptive Traffic Signal Control
      • Alexandria Mobility Plan
      • Complete Streets
      • Duke Street in Motion
      • Potomac Yard Metrorail Station Project
      • Smart Mobility
      • Traffic Mitigation
      • Vision Zero
      • West End Transitway
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How to Do Business with the City of Alexandria - A Guide for Vendors

A Vendor's Guide with information on how to do business with the City of Alexandria.
Page updated on January 9, 2023 at 10:46 AM

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Alexandria City Hall

Purchasing Division
Suite 301 - Bankers Square
100 North Pitt Street
Alexandria, VA 22314
703.746.4946
FAX: 703.838.6493
procurement@alexandriava.gov

 

 

 

A Guide for Vendors

Welcome

Thank you for your interest in doing business with the City of Alexandria, Virginia. The provision of vital services to our citizens is ultimately the result of a partnership between the departments of City government and the vendor community which provides the goods and services needed to support City operations.

The mission of the Purchasing Division is to purchase goods, services, construction and insurance at the request and in support of departments of the City of Alexandria government in order that those departments may respond to the needs of the citizens of the City in an efficient and cost effective manner. Activities of the personnel of the Purchasing Division shall be performed in a manner that guarantees the integrity of the purchasing process, and that all vendors and City personnel are treated equitably and professionally.

We hope that this booklet will assist you in better understanding the process to be followed to do business with the City of Alexandria.

Introduction

The government of the City of Alexandria consists of 28 departments with an annual budget of nearly $771 million. These departments purchase a variety of goods and services ranging from pencils to multi-million dollar construction projects.

In accordance with the City Charter and the City Code, the Purchasing Division is responsible for the procurement of all goods and services for City departments. Some City functions and legally independent authorities have been exempted from purchasing through the Purchasing Division. Some City departments also have received specific delegations of purchasing authority and responsibility. All expenditures of public funds must, though, be made under the authority and procedures of the Purchasing provisions of Virginia law or the City Code.

This pamphlet is designed to provide an introduction and an easy reference to vendors desiring to supply goods and services to the City of Alexandria.

Questions about City purchasing functions should be addressed to:

Purchasing Division
Suite 301 - Bankers Square
100 North Pitt Street
Alexandria, VA 22314
703.746.4946
FAX: 703.838.6493
procurement@alexandriava.gov

See Current Bidding Opportunities at the Vendor Self-Service portal!

Exceptions to Purchasing

The following City functions and legally independent authorities are exempt from the authority of the Purchasing Division.

  1. Alexandria City Public Schools;
  2. Alexandria Public Library;
  3. Alexandria Transit Company (DASH);
  4. Alexandria Redevelopment and Housing Authority (ARHA);
  5. AlexRenew (formerly the Alexandria Sanitation Authority);
  6. Any institution to which the City makes a lawful grant-in-aid and over which it retains no control;
  7. Purchases from the State Penitentiary or from the State Purchasing Department Warehouse;
  8. Legal services and services associated with actual or potential litigation or regulatory proceedings;
  9. Purchases of water, sewer, electric, telephone and other utility services and motor vehicle license plates;
  10. Purchases for undercover police work when the items are certified by the Police Chief to the Purchasing Agent of the Purchasing Division as necessary for that purpose.
  11. Purchases for direct use by recipients of public assistance programs.

Contracting Authority

Only the City Manager and the Purchasing Agent of the Purchasing Division have authority under the City Charter and the City Code for approving contracts for goods and services needed by City departments other than those listed in Section III.

Delegated Authority

In order to assure efficiency of operations, Department Directors of City government have been delegated authority to make certain purchase transactions without prior approval by the Purchasing Division.

These delegated authorities include:

  1. Small purchases within the approved dollar threshold amount of the Department. This includes items that are not on City contracts and excludes computers, vehicles, furniture and other capital asset items with a useful life of three years or more. Selected City personnel have been issued Purchase Cards to use on these small purchases.
  2. Travel advances and reimbursements.
  3. Dues, subscriptions and books.
  4. Payments for recreation performances.
  5. Insurance claims and payments.
  6. Utility and rent payments.
  7. Emergency purchases during off-duty hours when the safety, health and welfare of city employees or the public is threatened, or when vital equipment malfunctions and delays will affect the delivery of essential City services.

Purchasing Methods

A. Formal Sealed Bids or Proposals

Whenever the City seeks to procure a good or service estimated to cost more than $100,000 (soon to be $200,000), a Formal Sealed Invitation to Bid or a Request for Proposals will be issued. All Formal Proposals are advertised once in a newspaper of general circulation in the City of Alexandria at least 10 days prior to the date bids or proposals are due. The Bid or Proposal document is also placed on the Vendor Self Service (VSS) link on the Purchasing Division Web Page.

Announcements of Formal Sealed Bids and Proposals are available for download on the VSS website free of charge.

Responses to Formal Sealed Bids and Proposals are secured unopened until the date and time specified in the advertisement. Sealed Bids are opened publicly and read aloud. The offerors of Sealed Proposals are recorded, but proposals and cost data are not revealed until after evaluation of the proposals and an award is made.

B. Informal Quotations and Solicitations of Proposals

For goods and services estimated to cost less than $100,000 (soon to be $200,000), the City seeks price quotations and proposals from at least three vendors using techniques that are less stringent than for Formal Invitations to Bid and Request for Proposals.

Informal Quotations and Proposals may be requested and received using email, facsimile or other unsealed methods of expediting the exchange of information between the vendor and the City’s Purchasing Division. City Departments use delegated authority to seek informal quotations for purchases up to their threshold limit.

Getting on the Vendors List

To be added to the City of Alexandria list of prospective bidders, please complete the Vendor Self-Service registration process and IRS Form W-9.

Completing Bids or Proposals

  1. Read the Invitation to Bid or the Request for Proposals in its entirety. Be certain you understand its requirements.
  2. Identify all requirements for signatures, certificates and enclosures. Verify any blanks that must be filled in. Failure to sign bids and certificates and to fill in required blanks may disqualify your bid or offer.
  3. Be certain you are aware of the time and date your response is due. Allow enough time to prepare your response and either upload it to the VSS website or deliver it to the Purchasing Office. IT IS YOUR RESPONSIBILITY TO BE CERTAIN THAT BIDS OR PROPOSALS ARE SUBMITTED PRIOR TO THE DATE AND TIME SPECIFIED.
  4. If there are any mandatory pre-bid or pre-proposal conferences or site visits, you must be present or your Bid/Proposal will not be considered for award.
  5. If samples are required, they must be submitted. The City does not return samples.
  6. Proposals must be submitted in Adobe PDF format.
  7. Keep a copy of your response when submitting it.

Before you submit your bid, double-check the following:

  • Are all computations correct?
  • Is the Bid/Proposal signed by a person authorized to bind the company in a contract?
  • Are errors and modifications lined through, corrected in ink and initialed?
  • Are all certificates and enclosures required by the Invitation/Request included?

Attendance at Bid Openings

  1. You are encouraged to attend bid openings.
  2. All bids will be opened and read aloud. You may inspect the bids briefly at bid openings.
  3. No information will be released following the bid opening until an award is made. The bids become public records and are open to detailed inspection after award. All bidders responding to the ITB receive a notice of award and tabulation of bids.
  4. If you wish to have copies of bid documents and contracts, you must file a Freedom of Information Act request with the  Office of the City Attorney. There will be a charge for researching, extracting and copying files under the FOIA provisions.

Receipt of Formal Proposals

  1. The responses to Requests for Proposal are opened and recorded at the date and time for closing that is given in the RFP.
  2. No portions of RFP's are publicly read or open to public inspection until after an award has been made.

Withdrawal of Bids Due to Error

  1. Bids may be withdrawn only when the provisions of Section 3-3-42, City Code, are met. Requests to withdraw bids must be in writing and received by the Purchasing Agent of the Purchasing Division within two (2) business days after bid opening.
  2. Requests to withdraw bids must be accompanied by original work papers, documents and materials used to prepare the bid.
  3. A decision by the Purchasing Agent shall be provided in writing to the bidder requesting withdrawal.
  4. Appeal of a decision by the Purchasing Agent denying withdrawal of a bid must be received by the Purchasing Division within ten (10) days of receipt of the Purchasing Agent's decision. Procedures for such appeals are set forth in Section 3-3-102 and Section 3-3-108, City Code.

Protests of Awards

  1. Protests of awards or of decisions to award contracts must be received by the Purchasing Agent no later than 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.
  2. Procedures for protests are set forth in Sections 3-3-104 and 3-3-108, the City Code.

Debarment or Suspension

  1. The Purchasing Agent may debar a person or company from consideration for awards or contracts for a period up to three (3) years upon a finding of cause that the vendor has engaged in the following activities.
    • Conviction of a criminal offense relating to the acquisition or performance of a public or private contract or subcontract.
    • Conviction under state or federal laws of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property or offenses indicating a lack of business integrity or honesty.
    • Conviction under state or federal anti-trust statutes arising from the submission of bids or proposals.
    • Serious violation of contract provisions.
  2. The Purchasing Agent may suspend a person or company from consideration for award or contracts for a period up to three months upon a finding of probable cause that might lead to debarment.
  3. Decisions to debar or suspend shall be provided in writing. The vendor may appeal a decision to the City Manager within ten (10) days of receipt of the decision.
  4. Procedures for debarment and suspension are provided in Sections 3-3-1 through 3-3-94, City Code.

Tie Bids

  1. In the case of tie bids, preference shall be given to goods, services and construction produced in Virginia or provided by Virginia vendors.
  2. Tie bids may be awarded by lot.
  3. A tie bid may be awarded to a local bidder over a foreign bidder.
  4. The Purchasing Agent may request the tied bidders to resubmit written bids.
  5. The Purchasing Agent may cancel the solicitation and rebid.

Assistance to Small, Women, and Minority Owned (SWaM) Businesses

  1. The City of Alexandria grants no preferences or set-asides to SWaM businesses.
  2. The Purchasing Division co-operates with state agencies to facilitate the participation of SWaM businesses in the procurement transactions of the City.
  3. Any SWaM business seeking assistance in understanding or completing any bids or proposals should seek the assistance of the Purchasing Division.
  4. Purchasing Division personnel attend conferences and trade shows supported by SWaM businesses and organizations in order to explain how to do business with the City.

Vendor Calls

  1. The Purchasing Division encourages vendors to contact the applicable City departments with information about new products and services. Please call for an appointment.
  2. Vendors should contact specifying departments for appointments to demonstrate equipment and supplies.
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