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Purchasing Division

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1. What do I need to do to be added to the City's Vendor Database?

Complete a City of Suffolk Vendor Registration Form and submit to the Purchasing Division. A current federal W-9 form must also be on file with the Purchasing Department. Vendor Registration Form (PDF)

2. Does the City offer preferences for small and/or minority businesses?

In accordance with the Virginia Code, the City of Suffolk is unable to grant preferences, but seeks every opportunity to assure Small, Women, or Minority firms are solicited and have access to bidding opportunities.

3. Do I have to be on the mailing list to submit a bid?

No. Before the City awards a contract, you will be asked to complete a Vendor Registration form and a federal W-9 form if you are not already of record. It is the vendor's responsibility to check the bid notices posted by the Purchasing Division.

It is highly recommended that you register with the state at their website to assure you receive notices of the solicitations from Suffolk, as well as other jurisdictions. Vendor Registration Form (PDF)

4. How do I get information regarding previous contracts?

You may request information about copies of previous contracts by calling the Purchasing Division at 757-514-7520 or faxing your request to 757-514-7524.

5. What are the City's bidding requirements?

- 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.
- 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.
- Goods and services costing more than $50,000 usually require a formal sealed bid or proposal process.
- Professional services costing more than $50,000 usually require a formal sealed bid.

6. Does the City allow telephone quotes?

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.

7. Who is the Purchasing Agent for the City?

The City's Purchasing Agent is Jay Smigielski. He may be contacted at 757-514-7523 or by fax at 757-514-7524.

8. How does the City advertise goods or services being bid?

Proposals that require a formal solicitation are advertised in one of our local papers, either the Suffolk News Herald or the Virginian Pilot. Construction and capital contracts are also advertised with builders clearing houses. Requests for Bid and Proposals are posting for viewing on the electronic bulletin board located outside of the Purchasing Division as well as the City of Suffolk’s website.

Additionally, bids are posted on third party websites.

9. To whom should the check for bid packages be made payable? Why does the City charge for bid packages?

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 larger packages.

10. Does the Purchasing Division buy for all City offices?

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. Contact them at 757-924-7686.
- The City of Suffolk does not handle procurement for Suffolk Public Schools or Suffolk Redevelopment and Housing Authority.

11. How do I contact the Suffolk Public Schools or Suffolk Redevelopment and Housing Authority?

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.

12. Does the City give bid results over the telephone?

This information is on the City’s website for the particular bid, usually posted the same day as the bid opening. You may call 757-514-7520 and Purchasing staff will give you the top three apparent low bidders. A final decision has been made to award the bid it will also be posted on the City's bid page.

13. What are your office hours?

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.

14. Does the City release estimated cost of projects being bid?

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

15. What are the bonding requirements?

There are several types of Bonds that may be required - Bid Bonds, Performance Bonds and Payment Bonds. Bonds are normally not required for projects estimated to cost less than $100,000. 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.

16. Must a company be a resident of Virginia to bid?

No.

17. May I send a bid package by facsimile or e-mail?

Formal advertised sealed bids/proposals will not be accepted unless specific directions are included in the solicitation. Informal quotes may be faxed or e-mailed.

18. Do you provide lists of registered bidders or plan holders?

Only partial lists are available since bids are often redistributed or downloaded from the web. We will post whatever we can on our website, but our lists are not comprehensive. Bid Website

19. How are small purchases handled?

City Departments have been delegated authority for small purchases up to $5,000. These are typically made by use of a Purchasing card (P-Card).

20. When are term contracts rebid?

Normally, contracts are rebid approximately two months prior to the expiration of the current contract. You should call Purchasing at 757-514-7520 to obtain the expiration date.

21. Who originates the requirement for Request for Bid or Request for Proposal?

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

22. How can a vendor offer his goods and services to the City besides responding to bids or RFPs?

The City of Suffolk welcomes all new and responsible businesses to participate in its procurement process. It is highly recommended that vendors who wish to make unsolicited calls to departments meet with a member of the Purchasing staff for an overview of the City’s procurement procedures. All calls to departments, whether solicited or unsolicited, to departments are for informative purposes only and no obligation to purchase is intended or implied.