Vendor Registration

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Thank you for your interest in doing business with the City of Charlottesville. The ability to deliver quality services to our citizens is ultimately the result of a partnership between the City and the Vendor Community which provides the goods and services needed to support City Operations. 

IMPORTANT NOTICE - PLEASE READ BEFORE YOU REGISTER!

The City of Charlottesville has SAP software that includes on-line vendor registration and maintenance. It allows you, at no cost, to:

  • Register as a vendor with the City of Charlottesville.
  • Select commodity codes that describe the goods and/or services your company provides.
  • Maintain your company's information if there are changes in your company such as;
    • Representatives
    • Contact information
    • Commodity codes
  • Increases your opportunity to do business with the City of Charlottesville as the software provides City departments better access to vendor information.
  • If you would like to register to become a Downtown Mall Vendor, please contact Neighborhood Development Services at (434) 970-3182.

Step 1:  REGISTRATION.  

Visit the Registration Page to begin your registration or to access your account.  

Make sure you read the step-by-step directions on the registration page carefully.  If you experience difficulty with the registration process or accessing the registration site and you have followed the instructions, please:

  • Send an email to purchasing@charlottesville.org.  
  • Describe the issue(s) and provide contract information so a representative may contact you. 

Step 2:  VENDOR ACCOUNTING (ELECTRONIC INVOICING & PAYMENT REQUIREMENTS).

Electronic Invoicing:  An email address; feedback/finance@charlottesville.org; has been established for the City's Accounts Payable Department to receive electronic invoicing.  A vendor may email the Accounts Payable Department with questions, invoices, statements, etc.  This email account will be monitored daily by the Accounts Payable Department.

Payment Requirements:  Vendors who do business with the City of Charlottesville are required to complete a Federal Form W-9, Request for Taxpayers Identification Number.  The City is required by the Internal Revenue Service (IRS) to collect this information to meet IRS filing regulations.  Vendors receiving $600 or more in payments in a calendar year will receive a Form 1099 Misc., Miscellaneous Income Form.  Vendors submitting invoices to the City must have a current Federal From W-9 on file with the Finance office.
Once you have completed and submitted your registration; you will be given the option to attach your company's W-9 form.

Step 3: REVIEW TERMS AND CONDITIONS FOR THE CITY.

Step 4: REVIEW LICENSE & PERMIT REQUIREMENTS.

How to Do Business

Q: How do I get to the Procurement and Risk Management Office? Click here for DIRECTIONS.

Q:  How do I request an appointment?
A:  Please call for an appointment to visit with a member of the staff.

Q:  How do I get my company on the City's bidder list?
A:  Complete the on-line vendor registration process found on this Web site under "Vendor Registration" and select all commodity codes that describe the goods and/or services that your company provides.

Q.  What is the City's bidding process?
A:  The City of Charlottesville's purchasing process is a combination of centralized/decentralized system, with set thresholds for the process to be used.  The following is a synopsis of the procedure required at each designated threshold.  Please note: All transactions with the City require either a purchase order or credit card purchase.  Do not accept verbal orders--insist on a Purchase Order.

$10,000 and less 
Single transactions $10,000 and less do not require competition, though it's always advisable.  Agencies can purchase directly using either the Division credit card or a Purchase Order.  The law deals in aggregate amounts, so spending over $10,000 in separate transactions of less than $10,000 each is a violation of  City procedure.

$10,000.01 to $100,000 GOODS & SERVICES for the City 
Quotes generally solicited directly by using agency.  Three (3) quotes must be solicited in writing.  Agencies are required to submit quotes received to Procurement for review and approval before a purchase order is issued.

OVER $100,000
Goods require, by statute in both the Virginia Public Procurement Act and the City Procurement Ordinance, a competitive sealed bid which must be done through Procurement.  Non-Professional services require, again by law, a sealed bid or request for proposal.  Professional services, which are only those services specifically designated in the law, require use of a competitive negotiation process.

Q:  How do I contact City departments to introduce my company?
A:  The City's Web site includes a list of government offices.  The Contact List  for City department contacts includes the contact person's  name, contact information and goods/services most recently purchased.  For goods and/or services that are not expected to exceed $100,000 contact the Department Contact Person on this list. 

For purchases expected to exceed $100,000, you can contact Procurement's Central Buyer assigned to the department by emailing purchasing@charlottesville.org.

Q:  How does the City advertise goods and services being bid?
A:  Solicitations are advertised by posting of a written notice on the Procurement "Current Projects" page and may also be advertised in a local paper of general circulation and/or posting in eVA under the Virginia Business Opportunities (VBO).

Q:  What are the licensing requirements for the City of Charlottesville and the Commonwealth of Virginia?
A:  The City's licensing information is available on the Commissioner of the Revenue site.

Q:  What are the bonding requirements?
A:  Bonds are normally not required for projects estimated to cost less than $100,000.  The Purchasing Agent, however, may require a bond if s/he believes it is 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.

Q:  Does the City offer set-asides or preferences any class of business?
A:  No, in accordance with the Virginia Code, the City is unable to grant preferences or set-asides. 

Q.  How can I obtain a copy of the Vendor Appeal Procedures?
A:  Click on the City of Charlottesville's Vendor Appeal Procedures link.

Supplier Diversity Programs

The City of Charlottesville is committed to providing opportunities for all responsible businesses.  In doing so, it is the policy of the City to make every reasonable effort to increase opportunities for participation of Small, Women and Minority-Owned (SWaM-O) and Disadvantaged Business Enterprise (DBE) businesses in all aspects of the City’s procurement. 

Federal and Local Programs

The City's Supplier Diversity Programs include: 

The Disadvantaged Business Enterprise Program: the federal supplier diversity program.

The Minority Business Program: a partnership between the City's Office of Economic Development and the Division of Procurement and Risk Management.

The City’s DBE Officer is the Manager of the City’s Procurement operations. The Minority Business Program is managed by the Minority Business Procurement Coordinator in the Division of Procurement and Risk Management and the Minority Business Development Coordinator in the Office of Economic Development. 

The City’s Office of Economic Development employs a Chief of Workforce Development Strategist  a Minority Business Development Coordinator to help both emerging and existing businesses successfully compete in both the public and private sectors.Please visit the City's Minority Business Program web page for information about the Community Directory of small, minority and women owned businesses, events, special programs and initiatives. 

Minority Business Directory 

The Minority Business Directory (MBD) lists the Minority and Women Owned Businesses certified through the Department of Small Business & Supplier Diversity (SBSD).

  • Phase 1 and 2 lists all SWaM-O certified businesses certified in the City of Charlottesville jurisdiction that sell goods or services that the City purchases.
  • Future phases will incorporate Small, Women and Minority Owned Businesses in the Planning District 10.
  • The directory is organized by high-level NIGP category and may not represent each code a vendor registered.

 Certification Programs 

The City encourages qualified businesses to become SWaM-O and/or DBE certified. These certifications are important to the City's programs which facilitate the participation of small business and businesses owned by women, minorities and service-disabled veterans in procurement transactions. 

Virginia Department of Small Business and Supplier Diversity (SBSD) SWaM-O Certification (State Program)

Disadvantaged Business Enterprises (DBE) Certifications (Federal Program)

  • Beneficial for businesses looking to compete in Federal procurement processes. 
  • Charlottesville Area Transit's goal is 5.7% of Federal USDOT and FTA funds be apportioned to DBE-certified businesses. 
  • The City receives other federal grants, and those contracts may also require a specific DBE goal. 
  • Disadvantaged Business Enterprise Certification (DBE) - Federal Program

Related Sites/ Links

Procurement Opportunities

Current procurement opportunities can be found on the Procurement web page under Current Projects.  

 CitySeal_blue
 

Contact Information:
325 4th Street NW
Charlottesville, VA 22903
Phone: (434) 970-3860
Fax: (434) 970-3069
Email:purchasing@charlottesville.org

 CitySeal_blue
 

Contact Information:
325 4th Street NW
Charlottesville, VA 22903
Phone: (434) 970-3860
Fax: (434) 970-3069
Email:purchasing@charlottesville.org