F.A.Q.'s

1. Complete a City of Suffolk Bidder's Mailing List Application by calling (757) 514-7520, faxing (757) 514-7524, e-mailing Purchasing@suffolkva.us or mailing the "Bidder's List Application" form. A current federal W-9 form must also be on file with the Purchasing Department.

1. In accordance with the Virginia Code, the City of Suffolk is unable to grant preferences.

1. No. Before the City awards a contract, you will be asked to complete a Bidder's Mailing List Application and a federal W-9 form. Being on the list will enable you to receive announcements of solicitations for which your firm is capable of furnishing goods or services; however, placement on the bidders list does not guarantee receipt of a request for quotation, bid or proposal. It is the vendors responsibility to check the bid notices posted by the Purchasing Division.

1. You may request information about copies of previous contracts by calling the Purchasing Division (757) 514-7520 or faxing your request to (757) 514-7524. Current information may also be obtained on this website.

1. Using Agencies have the authority to purchase goods or services up to $5,000 in accordance with the provisions of the Delegation of Procurement Authority section of the Procurement Manual. Buyers must obtain a minimum of 1 written quote. Agencies should check annual contract listing prior to the purchase.
2. For purchases exceeding $5,000 to $50,000 the Using Agency has procurement authority but must obtain pricing from a minimum of four sources and buyers are encouraged to seek out a minimum of 2 minority or woman owned businesses for these transactions.
3. Goods and services costing more than $50,000 require a formal sealed bid or proposal process.
4. Professional services costing more than $50,000 require a formal sealed bid.

1. Telephone quotes are allowed for items costing up to $5,000. Telephone quotes are sometimes requested by departments, who have been delegated this authority by the City's procurement policy.

1. The City's Purchasing Agent is Linda Story. She may be contacted at (757) 514-7520, FAX (757) 514-7524.

1. Large bids that require a formal process are advertised in our local paper (Suffolk News Herald or Virginian Pilot) on Thursdays and Sundays. Construction and capital contracts are also advertised with the builders clearing houses. Requests for Bids and Proposals are posted for viewing on a bulletin board located outside of the Purchasing Division Room 105, as well as the City of Suffolk web site.

1. Checks for bid packages, if required, should be made payable to the City of Suffolk unless stated otherwise in the bid or proposal package. The City charges a nominal fee to cover the cost of copies and mailing of larger packages.

1. Purchasing handles procurement for all offices with the following exceptions:

• Director of Library Services handles procurement for published books, binding services, maps, periodicals, pamphlets, audiovisual recordings, and materials for library circulation. Phone No. (757) 924-7686
• The City of Suffolk does not handle procurement for Suffolk Public Schools or Suffolk Redevelopment and Housing Authority.

1. The Suffolk Public Schools Purchasing office may be reached by calling (757) 925-5545. The Suffolk Redevelopment and Housing Authority may be reached by calling (757) 539-2100.

1. Yes. You may call (757) 514-7520 on the day of the bid opening, and Purchasing staff will give you the top three apparent low bidders. A bid tabulation will be supplied to all bidders when a final decision has been made to award the bid and will also be posted on the City's website.

1. The Purchasing Division office is open from 8:30 a.m. to 5:00 p.m. EST, Monday through Friday. Vendors are encouraged to call for an appointment to visit with a member of the staff.

1. Generally, no. However, copies of the capital improvements budget is available on the City's website.

1. There are several types of Bonds that may be required - Bid Bonds, Performance Bonds and Payment Bonds. See information in the "City of Suffolk Procurement Manual Policies and Procedures". Bonds are normally not required for projects estimated to cost less than $25,000. The Purchasing office, however, may require a bond if it is believed to be in the City's best interest. Bonds may be issued by an approved surety firm, be in the form of a cashier's check, or, with the prior approval of the City Attorney, be in the form of an irrevocable letter of credit with an approved financial institution.

1. No.

1. Formal advertised sealed bids/proposals will NOT be accepted by the Purchasing Division via facsimile or e-mail; however, informal quotes may be faxed or e-mailed.

1. These lists are provided to the builders clearing houses on a regular basis and may be provided upon request.

1. City Departments have been delegated authority for small purchases up to $5,000. For purchases greater than $5,000, appropriate Purchasing Procedures must be followed.

1. You may get information from Purchasing Staff by calling (757) 514-7520 or contacting one of the City's buyers. Current bid tabulations are also available on the City's bid board and website.

1. Normally, contracts are rebid approximately two months prior to the expiration of the current contract.

1. Normally, the using department submits a requisition to the Purchasing Division for a specific requirement.