CITY OF RICHMOND PROCUREMENT SERVICES VENDOR’S GUIDE
WELCOME
Thank you for your interest in doing business with the City of Richmond. This brochure is designed to provide a concise reference to vendors desiring to do business with the City of Richmond.
MISSION STATEMENT
The Department of Procurement Services' mission is to conduct the purchasing function in a manner which results in the most efficient and effective use of City funds. This is achieved by focusing on providing quality goods and services through all aspects of the procurement process--from the receipt of a department requisition to the award of a purchase order or contract.
As an integral part of Financial Operations, the Department of Procurement Services invites the business community to participate in the City of Richmond’s purchasing program.
Responsibilities
The Department of Procurement Services is responsible for providing procurement support to customer agencies in order to enable such agencies to achieve their respective missions. The Department assists its customers in acquiring a wide array of services, commodities, and construction which allows the agencies to provide direct and indirect services to the citizens of the City of Richmond.
INTRODUCTION
Procurement Services acts as a liaison between suppliers and all City agencies. As the centralized purchasing body for the City, our goal is to provide all supplies and services needed by City organizations. Federal, State and City laws govern all purchasing activities. All purchases, except in cases of only practical/sole source and emergency procurements, are handled through a competitive process.
SALES VISITS
To schedule a sales visit, please call for an appointment during normal business hours. An appointment will ensure that a procurement officer familiar with your product or service will be available.
BIDDERS’ LIST & BIDDER APPLICATIONS
Procurement Services maintains a list of prospective bidders categorized by class and type of commodity. If you are interested in being placed on the City of Richmond Bidders’ List, call (804) 646-5716, or write or fax a request to (804) 646-5989 to obtain an application.
Procurement Services will mail you an application form that must be completed and returned to the purchasing office.
Vendors are responsible for keeping their vendor information current, including their commodities. Check your vendor information regularly and update any incorrect information.
SOLICITATION LISTING
Procurement Services is committed to providing access to the competitive process. Bids, Proposals, RFQ’s and other
documents are publicized as follows:
- Posted on the Procurement Board located in Room 1104, City Hall, 900 East Broad Street, Richmond, Virginia 23219
- Posted on the City’s website here
TAX EXEMPT
The City is exempt from payment of State Sales and Use Tax on all tangible personal property purchased or leased for its use or consumption. The City’s federal tax identification number is 54-6001556. To request a Certificate of Exemption, please call (804) 646-5716, or write or fax (804)646-5989.
VENDOR PAYMENT/INVOICES
Using agencies are responsible for submitting documentation and for prompt and accurate payment. All invoices should be mailed to the using agency in quadruplicate. The City’s purchase order number must be clearly marked on all invoices.
If you have a payment issue which needs to be resolved, call the person cited as “Responsible Person” on the purchase order. You may also contact Procurement Services @ (804) 646-5716 for assistance.
MINORITY BUSINESS COMMITMENT
The City is strongly committed to the utilization of minority firms/individuals for all goods and services, including construction. This is accomplished by providing all firms, regardless of race or nationality, equal access to the procurement process. For more information, please contact the Minority Business Administrator at (804)646-3985 for further information.
As contracting and development opportunities in Richmond, Va., increase, the Office of Minority Business Development (OMBD) remains committed to providing maximum opportunities for minority, disadvantaged and emerging businesses. It is our mission to help these businesses participate in the full array of contracting opportunities our city has to offer.
INSURANCE
All vendors, bidders and proposers shall furnish the City evidence of insurance coverage. The types and amounts shall be specified in the procurement documents. A current Certificate of Insurance naming the City of Richmond as additional insured must be furnished before the City will execute a contract.
GUIDELINES
- Envelopes containing bids should be sealed and marked in the lower left-hand corner with the invitation number, commodity classification, and opening date and time. Failure to do so may cause your bid not to be considered.
- All bids, proposals, and other competitive documents must be date/time stamped in the procurement services office before the closing date and time; otherwise, the submission will be considered late.
- If unable to bid, please indicate the reason and return the bid form to Procurement Services.
- All quotes will be deemed FOB: Destination unless the vendor clearly states otherwise.
- All quotes will be deemed to have payment terms 2% 10, Net 30, unless the vendor clearly specifies otherwise.
- Any correspondence dealing with procurement must cite the City’s purchase order and/or price agreement number (contract number) if applicable.
- Introduce yourself and your products to procurement services and using agencies. Appointments are highly recommended.
NO CONTACT POLICY
Any contact with a city representative other than the Procurement Officer assigned to the procurement, concerning a City bid or proposal is prohibited.
Such unauthorized contact may disqualify your firm from the subject purchasing transaction.
PROTEST
Protest procedures are similar to other localities. Vendors may contact Purchasing Services within 10 days of the "Notice of Intent to Award" or the "Notice of Award."
STAFF DIRECTORY
| Procurement Services Staff: |
| Director: Eric R. Mens, CPP, CPPM |
646-5798 |
| Octavia Andrew, VCO |
Contract Specialist |
646-5820 |
| Jessica Blow, VCO |
Contract Specialist |
646-1820 |
| Myrtle Brown |
Project Management Analyst |
646-5040 |
| Rochelle Carter |
Administrative Program Support Assistant |
646-5810 |
| Trumekia Chandler, VCO |
Contract Specialist |
646-5818 |
| Esther Cureton, VCO |
Contract Specialist |
646-5804 |
| Tyrone Davis, VCO |
Contract Specialist |
646-5819 |
| Toscha Dickerson |
Contract Specialist |
646-0362 |
| Rita Evola |
Contract Specialist |
646-5794 |
| Michelle Friend |
Administrative Program Support Assistant |
646-0264 |
| Dena Hasty, VCO |
Contract Specialist |
646-5722 |
| Tillie Jackson |
Contract Specialist |
646-6008 |
| Oscar Knott, VCO |
Contract Specialist |
646-7499 |
| Zeborah Massenburg |
Administrative Project Analyst |
646-1874 |
| Drexal Paulk |
Contract Specialist |
646-6009 |
| Joanna Quarles |
Administrative Program Support Assistant |
646-5802 |
| Erna Robinson, CPPB |
Contract Specialist |
646-5796 |
| Charlie Walters |
Contract Specialist |
646-5799 |
| Office of Minority Business Development: |
| Kevin Lucas |
646-6417 |
| Robert Holmes |
646-5919 |
| Debra Moore |
646-3985 |
| My Lan Tran |
646-6046 |
We Strive to Provide....
Customer Service, Opportunities, and Innovation