Purchasing Department

Purchasing Procedures

• Goods/Services - $5,000 or less
  Authorized officials in all county departments and schools may issue a $5,000 or Less Purchase Order directly to vendors.
• Goods/Services - $5000 to $30,000
  Quotations obtained by Purchasing from vendors verbally or in writing.
• Goods/Services - $30,000 or more
  Formal competitive sealed bid process or competitive negotiation process conducted by Purchasing..

Delivery

The county desires that all items ordered be delivered F.O.B. destination, as ownership will not be accepted until items are received as ordered. All packages or shipping containers must bear the Purchase Order Number and the Ship-To Location as indicated on the Purchase Order. The county reserves the right to cancel orders or any part thereof, without obligation, if delivery is not made by the time specified and committed.

Terms and Conditions

Download Terms and Conditions PDF

1. Invoices for items ordered and delivered shall be submitted by the contractor to the remittance address shown on the purchase order. All invoices shall show the purchase order number, the item description, stock number, and contract price as applicable. The county’s obligation to pay amounts due under the contract shall be contingent upon receipt by it of invoices in sufficient detail to permit identification of the items.
2. Finance charges imposed by the vendor on any invoice shall not be paid by the county.
3. Chesterfield County is exempt from payment of Federal Excise Tax and State and Local Sales and Use Tax on all tangible personal property purchased or leased by the county for its use or consumption. Tax exemption certification will be furnished upon request.
4. In case of default by the contractor or failure to deliver the goods and/or services ordered by the time specified, the county may terminate the purchase order and/or contract, and after due notice (verbal or in writing) may procure the goods and/or services from other sources and hold the defaulting contractor liable for any resulting additional cost.
5. The buyer reserves the right to terminate this contract upon written notice to the seller.
6. Any dispute arising out of this contract shall be resolved in the Courts of the Commonwealth of Virginia, in and for Chesterfield County.
7. Parties to this contract shall not assign the contract without written consent of the other(s). If any party attempts to make such an assignment without such consent, that party shall nevertheless remain legally responsible for all obligations under the contract.
8. This contract shall not be amended, modified, or otherwise changed except by the written consent of the contractor and the county given in the same manner and form as the original signing of the contract.
9. The county reserves the right to audit all contractor records in contracts where payments are based on contractor's records of time, salaries, materials, or actual expense.
10. Section 2.2-4311 Code of Virginia: Every contract for goods or services over $10,000 shall include the following provisions:
    1. During the performance of this contract, the contractor agrees as follows:
       1. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
       2. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.
       3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.
    2. The contractor shall include the provisions of the foregoing paragraphs a, b, and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
11. The continuation of the terms, conditions, and provisions of this contract beyond June 30 of any year, the end of the county's fiscal year, are subject to approval and ratification by the Chesterfield County Board of Supervisors and appropriation by them of the necessary money to fund said contract for each succeeding year.
12. Section 2.2-4312 Code of Virginia - Drug Free Workplace
    1. During the performance of this contract, the contractor agrees to:
       1. Provide a drug-free workplace for the contractor’s employees
       2. Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition
       3. State in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace
       4. Include the provisions of the foregoing clauses in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
    2. For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.
13. Contractor shall be responsible for complying with all applicable federal, state, and local environmental regulations, if any. Additionally, the contractor must meet all Chesterfield County Environmental Management System (EMS) requirements. For questions or additional information, contact the Office of Environmental Management at (804)717-6531.
14. Section 2.2-4343.1 Code of Virginia: Chesterfield County does not discriminate against faith-based organizations.
15. In order to preserve the integrity and security of county government operations, contract workers may be required to undergo a criminal background check conducted by Chesterfield County. The county will conduct these checks for any worker it believes will have unsupervised access to county designated Security Sensitive areas. Contract workers providing goods, services or construction in these designated areas are required to confine themselves to the area of the work. Based on the results of the background check, the contract worker may be disqualified from providing work/services for Chesterfield County.
16. Any information in the possession of the county/schools which is specific to a student, citizen, county/school business function, private business entity or other government entity which is not generally available to the public shall be designated Sensitive Information. Contract workers will under no circumstances remove Sensitive Information from county facilities. Any Sensitive Information which must reside temporarily on a hard drive or portable storage device (USB Key, CD ROM, memory card, etc.) for processing must remain within the county facility. No Sensitive Information may be remotely accessed by contract workers by dial in, VPN, web interface or other means without expressed consent of the department head and the Information Security Manager (county) or Director of Technology (schools). Any access to county/schools information by contract workers from outside the county intranet shall be in accordance with existing Information Systems Technology (IST)/Chesterfield County Public Schools (CCPS) Technology department security policies and procedures. Contract worker network connected computer equipment will be subject to all applicable IST/CCPS policies and procedures. Any exception to this application of policies shall be approved by the CCPS Department of Technology/county Information Security Manager and Chief Information Officer or designees.
17. Section 2.2-4311.1 Code of Virginia – Illegal Immigrants: The contractor agrees that he does not, and shall not during the performance of this contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.
18. The contractor shall defend actions or claims brought and save harmless the county or its officials or employees from loss, cost or damage by reason of actual or alleged infringement or letters patent, or for any other reason.
19. Chesterfield County, through its “Total Quality Improvement” initiative, is a recognized leader in providing quality products and services at the most effective cost possible. Therefore, the County fully expects, requires, and shall hold all contractors, and all agents, staff, representatives, and subcontractors of the contractor, responsible for, and accountable to, the highest quality standards of professional workmanship, products and services. In the spirit of the county’s total quality improvement initiative, the contractor shall be expected to become a member of the team and perform or provide all work, services and products with a target of “zero defects - zero rework”.