Frequently Asked Questions

 

How do I register to do business with the County?

Answer:  Suppliers interested in doing business with the County should register with eVA, the Commonwealth of Virginia’s electronic procurement system. Suppliers who wish to register must go to the following website: http://www.eva.virginia.gov.  Placement on the supplier list does not guarantee receipt of a Request for Quote, Invitation for Bid, or Request for Proposal. It is the supplier’s responsibility to check the public bid notices posted by the Purchasing Division. You can submit bids or proposals to the County even if you are not a registered supplier.

 

How do I get on the bidders list?

Answer:  The Purchasing Division does not maintain an official bidders list.  The Purchasing Division utilizes the Commonwealth of Virginia’s electronic procurement system, eVA, for the posting of Invitation for Bid and Request for Proposal solicitations.  Suppliers registered with eVA that have selected the specific commodity code for which the purchase is being made, typically receives an automated notice of the specific solicitation.  However, registration with eVA does not guarantee receipt of an Invitation for Bid or Request for Proposal. It is the supplier’s responsibility to check the public bid notices posted by the Purchasing Division. You can submit bids or proposals to the County even if you are not a registered supplier.

 

Where do you post your solicitations?

Answer:  The Purchasing Division posts all formal solicitation notices on the official Henrico County website on the Bids and Proposals page.  Additionally, notices for formal solicitations are posted on the Commonwealth of Virginia’s electronic procurement system, eVA.

 

How do I find out the results of a bid or proposal?

Answer:  Bid Tabulations for formal Invitation for Bid solicitations can be found on the Bid Tabulation page.  Award Notices for all formal Invitation for Bid and Request for Proposal solicitations can be found on the Award Notices page.

 

In the case of inclement weather and County offices are closed, what happens to solicitation responses that were due the day of the closing or scheduled pre-bid/pre-proposal meetings?

Answer:  In the event that Henrico County government offices are closed due to inclement weather and/or emergency situations at the time set aside for pre-bid/pre-proposal meetings and/or the published bid/proposal receipt and/or opening date the pre-bid/pre-proposal meeting and/or published bid/proposal receipt and/or opening date will default to the next open business day at the same time.

 

What are the most common various methods of procurement utilized and the dollar thresholds /procedures followed for each?

Answer:  The dollar thresholds and procedures for various types of procurements are as follows:

  • Small Purchases (for Goods, Non-Professional Services, Insurance and Construction) (less than or equal to $100,000)

Purchases less than or equal to $7,500

Departments shall solicit a minimum of one (1) quote/proposal (written or oral).  Soliciting quotes/proposals from Small, Women-owned and Minority-owned (“SWaM”) businesses or a Henrico County Business (“HCB”) is encouraged.

Purchases greater than $7,500 and less than or equal to $50,000

Departments shall solicit a minimum of four (4) written quotes/proposals.  A minimum of one (1) quote/proposal shall be solicited from a SWaM business or HCB, however, soliciting more than one (1) SWaM or HCB is encouraged.

Purchases greater than $50,000 and less than or equal to $100,000

The Purchasing Division shall solicit a minimum of four (4) written quotes/proposals.  A minimum of one (1) quote/proposal shall be solicited from a SWaM business or a HCB, however, soliciting more than one (1) SWaM or HCB is encouraged.

 

  • Small Purchases (for Professional Services) (less than or equal to $60,000)

Purchases less than or equal to $7,500

Departments shall solicit a minimum of one (1) written proposal.  Soliciting proposals from a SWaM business or HCB is encouraged.

Purchases greater than $7,500 and less than or equal to $60,000

Departments shall solicit proposals from a minimum of four (4) qualified firms.  A minimum of one (1) proposal shall be solicited from a SWaM business or HCB, however, soliciting more than one (1) SWaM or HCB is encouraged.

 

  • Competitive Sealed Bidding (“IFB”) for Goods, Non-Professional Services and Construction

Purchases greater than $100,000

The Purchasing Division completes a formal IFB with a public posting on the official Henrico County website and eVA.

 

  • Competitive Negotiation (“RFP”) for Non-Professional Services

Purchases greater than $100,000

The Purchasing Division completes a formal RFP with a public posting on the official Henrico County website and eVA.

 

  • Competitive Negotiation (“RFP”) for Professional Services

Purchases greater than $60,000

The Purchasing Division completes a formal RFP with a public posting on the official Henrico County website and eVA.

 

How do I access public procurement records?

Answer:  In accordance with the Virginia Freedom of Information Act (FOIA), located in § 2.2-3700 et seq. of the Code of Virginia, citizens of the Commonwealth and representatives of the media are guaranteed access to public records held by public bodies, public officials and public employees.  For more information concerning FOIA, please visit the County’s FOIA webpage.

 

Requests for public procurement records can be made directly to the Purchasing Division.

 

What is a SWaM business?

Answer:  “SWaM” means Small, Women-owned and Minority-owned businesses as defined by the Code of Virginia § 2.2-1604 to include Service-Disabled Veteran businesses and Employment Service Organizations.  Definitions for each are:

 

  • “Small Business” means a business, independently owned and controlled by one or more individuals who are U.S. citizens or legal resident aliens, and together with affiliates, has 250 or fewer employees, or annual gross receipts of $10 million or less averaged over the previous three years. One or more of the individual owners shall control both the management and daily business operations of the small business.

 

  • “Minority individual” means an individual who is a citizen of the United States or a legal resident alien and who satisfies one or more of the following categories: African American, Asian American, Hispanic American, and Native American.

 

  • “Minority-Owned Business” means a business that is at least 51 percent owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals, or any historically black college or university as defined in 2.2-1604 of the Code of Virginia regardless of the percentage ownership by minority individuals or, in the case of a corporation, partnership, or limited liability company or other entity, the equity ownership interest in the corporation, partnership, or limited liability company or other entity.

 

  • “Women-Owned Business” means a business that is at least 51 percent owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest is owned by one or more women who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more women.

 

  • “Service-Disabled Veteran” means a veteran who (i) served on active duty in the United States military ground, naval, or air service, (ii) was discharged or released under conditions other than dishonorable, and (iii) has a service-connected disability rating fixed by the United States Department of Veteran Affairs.

 

  • “Service-Disabled Veteran Business” means a business that is at least 51 percent owned by one or more service disabled veterans or, in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more individuals who are service disabled veterans and both the management and daily business operations are controlled by one or more individuals who are service disabled veterans.

 

  • “Employment Services Organization” means an organization that provides community-based employment services to individuals with disabilities that is an approved Commission on Accreditation of Rehabilitation Facilities (CARF) accredited vendor of the Department of Aging and Rehabilitative Services.

 

Where is your office located?

Answer:  The Purchasing Division office is located at 8600 Staples Mill Road, Henrico, VA 23228

 

When are your surplus sales and what is the location where they are held?

Answer:  The Surplus Sale days are the first consecutive Tuesday (Henrico County Resident Only Sale Day) and Wednesday (General Public Sale Day) of each month.  The Surplus Calendar for the calendar year can be found on the Surplus Sales webpage.  The Surplus Sale is located at the County of Henrico Surplus Property Management Warehouse, which is located at 4323 Carolina Avenue, Henrico, VA 23222.

 

Can your office accept gifts?

Answer:  No supplier shall offer any gift, gratuity, favor, or advantage to any County employee who exercises official procurement responsibility, develops procurement requirements, or otherwise influences procurement decisions. County employees may attend supplier-sponsored seminars or trade shows where the buying staffs will benefit from receiving product information and learning of new techniques and trends. County employees attending may accept food, drinks, and give-away items offered to all participants at such functions.

Contact Us

Finance

Department of Finance
4301 East Parham Road
Henrico, VA 23228

Finance Main Number
(804) 501-4729

Mailing Address
P. O. Box 90775
Henrico, VA 23273-0775

Phone Numbers by Topic