The City's Bidder List -- Viewing and Submitting Bids
What do I need to do to view current bids and solicitations?
Do I have to be registered with Vendor Self Service (VSS) to submit a bid?
May I receive or send a bid package by facsimile?
The City's Bidding Process
Does the Purchasing Division buy for all City offices?
Who originates the requirement for an Invitation to Bid or Request for Proposal?
What amount must a project be before it is bid?
How are small purchases handled?
How does the City advertise goods or services being bid?
Does the City release the estimated cost of projects being bid?
Does the City do telephone quotes? At what amounts?
Does the City give bid results over the telephone?
Do you provide lists of registered bidders or plan holders?
How do I get information regarding previous contracts, bids, or bid results?
When are contracts rebid?
Does the City offer set-asides or preferences for Small and Minority Business Enterprises?
What are the bonding requirements?
Must a company be based in Virginia to bid?
How do I contact City departments to introduce my company?
Where is the Purchasing Division office?
What are your office hours?
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
Vendor Self Service (VSS) webpage. A current
federal W-9 form must also be on file with the Purchasing Division.
2. 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.
3. 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.
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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)
- 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
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 $100,000 will be subject to a formal advertised sealed Invitation to Bid or Request for Proposals.
4. 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 telephone or informal written quotes.
5. 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 being procured via Request for Proposal (RFP), 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 the Purchasing Division
6. Does the City release the estimated cost of projects being bid?
7. 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.
8. Does the City give bid results over the telephone?
No. All responding bidders are provided with results by mail after an award is made.
9. Do you provide lists of registered bidders or plan holders?
10. 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
11. When are existing contracts typically rebid?
Typically, the solicitation process begins approximately 3-6 months prior to expiration of the current contract.
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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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1. How do I contact the City Procurement Division?
The Purchasing Division can be reached by phone at 703.746.4946, or by email at
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 703.746.4946 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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