Purchasing, Bids & Solicitations

Responsibilities
The Purchasing Division procures goods, services, and construction in accordance with applicable codes and policies. The division aggressively pursues the use of national, state, and local contracts to acquire goods and services at the best available prices. The division:
  • Administers maintenance and service agreements
  • Approves contracts and purchase orders
  • Assists divisions with preparing specifications and monitoring vendor performance
  • Develops manuals, checklists, and procedural documents for purchasing
  • Manages the solicitation processes
  • Provides purchasing training to staff
  • Supplies services to the School Division for complex projects
The Purchasing Division's operating procedures are governed by, among other authority, the laws of the Commonwealth of Virginia, State of Virginia Public Procurement Act, and the Falls Church City Code. To place a bid, fill out the Bidder Registration Form.

Solicitation Procedures
  • $10,000 or less - No competition required or at the discretion of the Procurement Officer.
  •  Over $10,000 but less than $50,000 - Written competition required.
  •  $50,000 and above - Competitive Sealed Bid or Request for Proposal process required.
    NOTE: Solicitations for procurements over $50,000 must be advertised for a minimum of 10 calendar days prior to the closing dates.
Sealed Competitive Processes
All $50,000 or more procurements require use of the "Sealed Competitive Bid" or "Competitive Sealed Proposal" process. Choice of process will be determined in accordance with state law, local city Code, and the needs of the City of Falls Church.

A Competitive Sealed Bid is awarded on the basis of the lowest price from a responsive and responsible bidder. A Competitive Sealed Proposal is awarded through best value evaluation of a technical and price proposal or through an evaluation of a technical proposal and negotiation of price.

Conferences
Prebid / pre-proposal conferences may be utilized to provide the interested vendor / contractor with the opportunity get an understanding of the solicitation’s objective and details, ask questions, and view the site if applicable.

Prebid / pre-proposal conferences may be mandatory or not mandatory, However, we strongly urge vendors to attend, when offered.

In the case of either process, procurements over $50,000 must be advertised for a minimum of 10 calendar days. Response times may vary depending on the solicitation requirements.