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FREQUENTLY ASKED QUESTIONS

Q: May we still use blanket purchase orders?

A: No, blanket purchase orders can no longer be used for office supply contracts under the Richmond Supply Schedule. Until further notice, blanket purchase orders may be used under the Industrial Supplies and Paper & Paper Related Products contracts for a limited amount.

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Q: What information should we provide on the purchase order (PG)?

A: When submitting your purchase orders (PG) into the system, please be as descriptive as possible as to what you are ordering. It is important that the contractor know what he is delivering on the order. Also, it is important for Procurement Services to know what is on your purchase order (PG) for auditing purposes.

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Q: Where is the Fax Back Quote Form located?

A: The Fax Back Quote Form is located on StarNET, the City’s intranet site: Under “Department” drop-down menu, click on “Procurement Services”, then click on “Forms” on the left-hand side menu. The Procurement Services intranet site is located at: http://starnet/departments/procurement/index.htm

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Q: Is the Fax Back Quote Form a requirement?

A: No, the Fax Back Quote Form is not a requirement. Please use the form that you have created or the Fax Back Quote Form for your file documentation.

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Q: Do I have to fax the Fax Back Quote Form to three (3) contractors for each purchase?

A: No, there are three (3) documentation methods that you may follow:

1. Fax the Fax Back Quote Form to three (3) contractors requesting pricing. We suggest this method when you have numerous items that you wish to procure.
2. Obtain the pricing from three (3) contractors electronically from the City’s website, located at: http://www.richmondgov.com/departments/procurement/Contracts.aspx
3. Compare pricing with three (3) contractors’ catalogs. Please be sure to keep documentation with your purchase order (PG) copy. It is suggested to write down the PG# on your documentation for reference purposes. Please attach your documentation to your pink copy once it is received.

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Q: What if I am audited?

A: Please make sure that your documentation supports your decision on your procurement choice.

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Q: What if I do not choose the lowest price when selecting the contractor?

A: When the lowest price is not the determining factor, please make sure your documentation supports your decision for other than the lowest price (for example, delivery, time requests, etc.)

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Q: What if the contractor is quoting a higher price other than the price listed in their catalog/price list?

A: Agencies are under no obligation to pay a higher price other than what is stated in the contractor’s catalog/price list. Please inform Procurement Services immediately via a Vendor Complaint Form. This form is located on StarNET, the City’s intranet site: Under "Department" drop-down menu, click on "Procurement Services", then click on "Forms" on the left-hand side menu.

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Q: How long are the prices valid?

A: Prices for all contracts that have been awarded under the Richmond Supply Schedule are valid for one year from the start of the contract.

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Q: Can we use office supply vendors outside of the Richmond Supply Schedule contracts?

A: If you are purchasing an item that can be procured through contractors on the Richmond Supply Schedule then the answer is, “No”. You must use one of those contractors when you create your purchase order (PG) to obtain your item.

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Q: Is referencing a quote number on the purchase order sufficient?

A: While referencing the quote number may help the contractor, please be sure to put a description of the item(s) that you are procuring on the purchase order.

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Q: When should a purchase order be given to the contractor?

A: The purchase order (PG) number must be given to the contractor upon placing the order. The contractor must receive a printed purchase order (PG) within 3 days of placing the order.

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Q: What if I need to place an order for office furniture?

A: Under the Richmond Supply Schedule there are three (3) contractors that can supply office furniture. First, start your request process with these contractors. If you cannot procure your desired item through these contractors, you may submit a purchase order (PD) from the vendor of your choice as long as the purchase is under $5,000. If your purchase exceeds $5,000, you must follow the small purchase procurement guidelines.

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Q: What if I need to place an order for toner cartridges?

A: All purchases for toner cartridges must be purchased through an office supply contractor awarded underthe Richmond Supply Schedule. The only exception would be Dell O.E.M. toner cartridges.

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Q: Upon receiving a quote, if there is one item that is higher than other quotes received, does a separate purchase order (PG) need to be created to the lowest bidder for that item?

A: No, please use the overall totals of the quotes in order to determine the lowest bidder. Please note price may not be a determining factor for awarding the purchase request.

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Q: If a particular contractor was not awarded the order and requested copies of all quotes received, is it mandatory that we provide this information?

A: It is not mandatory that you disclose the quotes to the contractors. However, it is your own discretion to disclose this information.

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