May we still use blanket purchase orders?
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.
What information should we provide on the purchase order (PG)?
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.
Where can I find the Fax Back Quote Form?
Download the Fax Back Quote Form.
Is the Fax Back Quote Form a requirement?
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.
Do I have to fax the Fax Back Quote Form to three contractors for each purchase?
No. There are three documentation methods that you may follow:
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Fax the Fax Back Quote Form to
three contractors requesting pricing. We suggest this method when you have numerous items that you wish to procure.
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Obtain the pricing from three contractors electronically from the city's
Supply Schedule Contracts website.
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Compare pricing with three 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.
What should I do if I am audited?
Please make sure that your documentation supports your decision on your procurement choice.
What are the consequences of not choosing the lowest price when selecting a contractor?
Make sure your documentation supports your decision for choosing this contractor when the lowest price is not the determining factor. For example, delivery, time requests, etc., would be more advantageous.
What if the contractor is quoting a higher price other than the price listed in their catalog/price list?
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 the
Vendor Complaint Form.
How long are the listed prices valid?
Prices for all contracts that have been awarded under the Richmond Supply Schedule are valid for one year from the start of the contract.
Can we use office supply vendors outside of the Richmond Supply Schedule contracts?
Only if the item is not available through contractors on the Richmond Supply Schedule. If the item is carried by the listed contractors, you must use one of them.
Is referencing a quote number on the purchase order sufficient?
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.
When should a purchase order number be given to the contractor?
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 three days of placing the order.
What if I need to place an order for office furniture?
Under the Richmond Supply Schedule, there are three contractors that can supply office furniture. First, start your request process with these contractors.
If you cannot obtain 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.
What if I need to place an order for toner cartridges?
All purchases for toner cartridges must be purchased through an office supply contractor awarded under the Richmond Supply Schedule.
The only exception would be Dell OEM toner cartridges.
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?
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.
If a particular contractor was not awarded the order and requested copies of all quotes received, is it mandatory that we provide this information?
No. It is not mandatory. Disclosure is at your own discretion.
