Thank you for your interest in doing business with the city of Richmond.
Responsibilities
Procurement Services is responsible for providing procurement support to customer agencies in order to enable
such agencies to achieve their respective missions. We assist our 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.
We act 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 are handled through a competitive process, except for cases of only practical/sole source and
emergency procurements.
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.
Solicitation Listing
Procurement Services is committed to providing access to the competitive process. Bids, Requests for Proposals,
Request for Qualifications, and other documents are publicized as follows:
- Solicitaions will be posted on the Procurement Bid Board located in Room 1104 of City Hall.
- Solicitaions are also on the city's Bids and Proposals website.
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 contact us.
Vendor Payment & Invoices
Agencies purchasing items are responsible for submitting documentation and for prompt and accurate payment. All invoices should be
mailed to the appropriate 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 the "Responsible Person" on the purchase order. You
may also contact Procurement Services 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 Development for
further information.
As contracting and development opportunities in Richmond 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
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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.
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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 you are unable to bid, please indicate the reason and return the bid form to Procurement Services.
- All quotes will be deemed "FOB (Freight On Board): 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.
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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."
We Strive to Provide Customer Service, Opportunities, and Innovation.
