Purchasing

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The Purchasing Division assists the City with purchasing required goods and services in conformance with the Virginia Public Procurement Act and City Council’s policies and procedures. Purchases in the amount of $100,000 or greater require formal procurement through advertised sealed competitive bidding. The Purchasing Division issues Invitations for Bids (IFB) and Requests for Proposals (RFP).  Proposal notices will appear in The Winchester Star ten (10) days prior to the date set to receive proposals and be posted on the City's e-Bid Portal.

e-Bid Portal

Get Started

Sign Up For e-Bid Portal

You’ll receive an email to activate your account. There is no cost for vendors to register or submit responses. For step-by-step instructions about how to register, visit this helpful webpage.

Procurement Definitions

Requests for Information

In preparation for future projects, the City may periodically issue a Request for Information (RFI). An RFI is a process whose purpose is to gather basic information including, but not limited to, products, suppliers, industry trends, business standards, and quality. The information is to educate the City and may be used within a future procurement or budget. An RFI is not a public procurement, and no award results from the process.

Sole Source

In the event that only one source is practicably available for the item to be procured, the City will post the sole source determination electronically in compliance with the Virginia Public Procurement Act 2.2-4303.

Policies

Request for Proposal (RFP)

The document used to solicit sealed Proposals from potential providers for goods and services (Proposers) over $100,000 and professional services over $60,000. Price is usually not a primary evaluation factor. Provides for the negotiation of all terms, including price prior to contract award. May include a provision for the negotiation of Best and Final Offers. May be a single-step or multi-step process

Invitation to Bid (ITB)

The bidding process is used for soliciting sealed bids for goods and services over $100,000 and professional services over $60,000. The award is made to the lowest responsive, responsible bidder.

Request for Quote (RFQ)

Bidding process for soliciting bids under $100,000. The award is made to the lowest responsive, responsible bidder. 

Past Bids & RFPs

ITB/RFP #

Description

Due Date

& Time

Documents

RFP 201818

Professional engineering Services for hte Design of a Renovated Equipment

10/23/18

ITB 201801

Water Treatment Plant Raw Water Pump Station Generator Replacement

6/22/18

ITB 201802

Outdoor Pool Resurfacing (Jim Barnett Park)

2/20/18

ITB 201803

Vehicle Repair and Maintenance

5/2/18

ITB 201804

Pre-Manufactured Burn Building

6/12/18

ITB 201806

Water Meter & Sidewalk Replacement

4/20/18

ITB 201807

South Kent Street and Wood Stock Lane Improvement Project

7/13/18

ITB 201808

Professional Engineering Services for the Design of a Renovated Vehicle Maintenance Facility

10/23/18

ITB 201814

Removal and Disposal of Opequon Water Reclamation Facility Biosolids Through Land Application

7/12/18

ITB 201815

Design-Build Services for New Parks Maintenance Facility

10/24/18

ITB 201816

Raw Water Pump Station Generator Replacement

10/11/18

Emergency Procurements

In the case of emergency, a contract may be awarded without competitive sealed bidding or competitive negotiation; however, such procurement shall be made with such competition as is practicable under the circumstances. In the event of an emergency procurement, the City of Winchester will post the determination electronically in compliance with the Virginia Public Procurement Act 2.2-4303.

Sole Source

None at this time.

Cooperative Procurement

The City is currently eligible to use the following cooperative contracts:

  • Houston-Galveston Area Council (HGACBuy)
  • National Joint Purchasing Alliance (NJPA)
  • National IPA
  • Pennsylvania Education Purchasing Program for Microcomputers (PEPPM)
  •  U.S. Communities
  • Virginia State Contracts
  • Omni Services
  • Sourcewell

Contact Us

Rouss City Hall

15 N. Cameron St. 
Winchester, VA 22601

Phone

(540) 667-1815 
ext. 1477

Email

Email Us

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