The City's Bidder List - Viewing and Submitting Bids
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 Vendor Self Service (VSS) webpage. A current federal W-9 form must also be on file with the Purchasing Division.
Do I have to be registered with Vendor Self Service (VSS) to submit a bid?
Yes. Before you can submit a bid on a contract, you must register with the City's VSS website and complete a federal W-9 form. Being on the vendor 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 VSS, you must first register.
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 VSS website. Responses to all formal solicitations may be submitted either electronically through VSS or in hard copy, in accordance with individual solicitation instructions.
The City's Bidding Process
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 City Public Schools
- Alexandria Public Library
- Alexandria Transit Company (DASH)
- Alexandria Redevelopment and Housing Authority (ARHA)
- AlexRenew (formerly Alexandria Sanitation Authority)
- Any institution to which the City makes a lawful grant-in-aid and over which the City retains no control
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.
What amount must a project be before it is formally solicited?
All goods, services, construction and insurance estimated to cost more than $100,000 will be subject to a formal advertised sealed Invitation to Bid or Request for Proposals. The City will be raising this threshold to $200,000, per expanded authority in the Virginia Public Procurement Act, by early 2022 or sooner.
How are small purchases handled?
City Departments have been delegated authority for small purchases up to a specified dollar amount. Procurements of less than $100,000 in value are handled through informal written quotes. The City will be raising this small purchase threshold to $200,000, per expanded authority in the Virginia Public Procurement Act, by early 2022 or sooner.
How does the City advertise goods or services being bid?
For all goods, services, construction or insurance requirements estimated to cost more than $100,000 (soon to be $200,000), the City advertises in at least one newspaper circulated in the City, via public bulletin board/public TV, or any other competition-increasing means as determined by the Purchasing Agent at least 10 days prior to the due date. All formal procurement requirements are posted on Vendor Self-Service.
Does the City release the estimated cost of projects being bid?
No.
Does the City do telephone quotations? At what amounts?
No, telephone quotations are no longer accepted by the City, even for small or informal purchases. Departments will request informal written quotes when their requirements are expected to cost less than $100,000 (soon to be $200,000).
Does the City give bid results over the telephone?
No. All responding bidders are provided with results by mail after an award is made.
Do you provide lists of registered bidders or plan holders?
No.
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 Vendor Self-Service.
When are existing contracts typically re-bid?
Typically, the solicitation process begins approximately 3-6 months prior to expiration of the current contract.
Bidder Qualifications
Does the City offer set-asides or preferences for Small, Women, and Minority-Owned (SWaM) Businesses?
In accordance with the Virginia Code, the City of Alexandria is unable to grant preferences or set-asides.
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.
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.
Contact Information
How do I contact the City Purchasing Division?
The Purchasing Division can be reached by phone at 703.746.4946, or by email at procurement@alexandriava.gov.
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.
What are your office hours?
The Purchasing Division office is open from 8 a.m. to 5 p.m., Monday through Friday. Please call 703.746.4946 for an appointment to visit with a member of the staff.
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.