Management & Finance
Purchasing Office Frequently Asked Questions (FAQ)
Q. How do I get added to the County Supplier (bidder) List?
A. To be added to the County’s Supplier (bidder) List as a “Registered Supplier” go to iSupplier Registration and follow the instructions.
Q. How do I get a solicitation document?
A. If you are a Registered Supplier, you will receive a notice of solicitation based on the goods or services (category) codes for which you are registered. You may view/download solicitation documents posted by the County in the Current Solicitation Opportunities.
Q. What if my bid/proposal is late?
A. It is the suppliers' responsibility to insure that a bid/proposal is physically delivered to the correct location, prior to the time and date specified in the solicitation document. Late bids/proposals will not be opened, regardless of the degree of lateness or the reason related to the lateness, including causes beyond the control of the supplier.
Q. I have a question regarding the specifications, can I get an answer from the buyer?
A. Any question(s) concerning the solicitation should be directed, in writing to the person, whose name and email is listed in the solicitation document. Correspondence must include the solicitation number and the opening date. No interpretation is binding, unless provided to you in writing.
Q. Will I get a signed contract from the County?
A. The solicitation page, containing the vendor signature, constitutes an offer to the County. The Purchase Order constitutes the acceptance of the offer and together these documents are binding agreements. In some cases, formal contractual agreements will be issued.
Q. We have more than one division of our company doing business with the County. Do we need separate bidder registrations?
A. No, suppliers may only have one registration per taxpayer ID number (TIN). Additional user(s) and locations can be requested after the initial registration has been approved.
Q. The Solicitation document has a recommendation to attend a pre-bid/proposal meeting and site visit. Do I really need to do that?
A. Most pre-bid/proposal conferences and site visits are not mandatory; however, in order to offer a responsible bid/proposal, you should attend these meetings. Ignorance of existing conditions is not an acceptable excuse for non-performance at a later date. Take every opportunity to get to know the project or need.
Q. What does it mean “taking exception” to specifications?
A. Whenever you deviate from a clause or specification in the solicitation documents, it will almost always disqualify your bid or proposal. What that tells the Purchasing Agent is that your firm cannot comply with the minimum requirements of the solicitation. When your proposal exceeds the minimum requirements, this is not considered “taking exception.”
Q. Can I deliver goods and services to a County department before I receive a copy of the purchase order?
A. No, this is not a good idea. Delivering goods and services to the County without a copy of the purchase order actually delays the County’s ability to issues a purchase order and subsequent payment, as it violates County policy and causes additional paperwork to be generated, in order to document a “confirmation” purchase. In an emergency situation, it may be necessary for the County to receive goods and services quickly. In those instances, you should insist on getting “verbal emergency purchase order number” for reference purposes.
Q. What if my firm is having trouble performing, what should I do?
A. As soon as it is apparent to you that your firm I shaving difficulty fulfilling terms and conditions of a contract, you should contact the Purchasing Agent and arrange a meeting to discuss the problem. Non-performance is treated on a case-by-case basis. Sometimes problems are caused by miscommunication with the user department or misinterpretation of the solicitation requirements, or some other issues that can be easily resolved before the matter deteriorates further
CONTACT US
Arlington Purchasing Office
2100 Clarendon Blvd.,
Suite 500
Arlington, Virginia 22201
703-228-3410 (phone)
703-228-3409 (fax)
