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The Purchasing Office

The Purchasing Office is responsible for the procurement of goods, services, insurance and construction in accordance with the intent of the Botetourt County Purchasing Policy and Procedures Manual and the Code of Virginia. Our primary goal is to obtain the highest quality goods and services, in a timely manner, at the least expense to the County. We are constantly seeking new sources of supply and welcome your participation.

Location

The Purchasing Office is located in the Old Post Office Building, 2 East Main Street, Fincastle, Virginia. Office hours are 8:30 a.m. to 5:00 p.m., Monday through Friday. The County observes all Federal and State holidays. Mailing address is 2 East Main Street, Box 5, Fincastle, Virginia 24090.

Invitations for Bids and Requests for Proposals

• List Active Invitations
• List Awarded Contracts

Vendor/Bidder's List

The Purchasing Office maintains a centralized bidder's list which is classified according to supplies or services provided. To become a potential new vendor with Botetourt County, a completed Bidder's Application must be submitted to the Purchasing Office. Applications can be requested via telephone or in person during regular business hours. Qualified applicants will be placed on the bidder's list and considered for all solicitations for which they are qualified. Supplemental catalogs and price lists are most helpful.

• Submit Bidder Application online

Taxes

The County of Botetourt is exempt from all Federal excise and State sales taxes. Upon request the Purchasing Office can issue an exemption certificate.

Request for Quotations

In accordance with The Virginia Public Procurement Act, the County has adopted small purchase procedures not requiring competitive sealed bids or competitive negotiation for single or term contracts for goods and services other than professional services if the aggregate or sum of all phases is not expected to exceed $50,000; the limit for professional services is $30,000; however such small purchase procedures shall provide for competition whenever practical.

The following small purchase procedures have been established for use when acquiring materials, supplies, equipment, printing or nonprofessional services under $50,000, or professional services under $30,000. Procurements made pursuant to these procedures do not require public bid openings or newspaper advertisements or competitively negotiated procurements. The Purchasing Office solicits price quotations for goods and services requested based on the following guidelines:

• PURCHASES UNDER $500 IN VALUE - Purchases in this group require no quotations. The $500 applies to the total of all items purchased on an invoice.
• PURCHASES BETWEEN $501 AND $5,000 IN VALUE - For purchases of this type at least three (3) quotations from valid sources must be solicited verbally, in writing, or by fax.
• PURCHASES BETWEEN $5,001 AND $15,000 IN VALUE - Written quotations will be solicited from at least four (4) valid sources. Name and address of the vendor, the item description or services offered, price quoted, delivery dates, and name of contact person must be supplied with the quotation.
• PURCHASE BETWEEN $15,001 AND $50,000 IN VALUE - Unsealed bids or proposals may be solicited with a written description or by written IFB's or RFP's. All purchases in this category require soliciting at least four (4) valid sources in writing. Competitive negotiations are required for all projects for professional services exceeding $30,000.
  Competitive sealed bidding or competitive negotiations may be required for amounts less than $50,000 and $30,000 respectively, at the discretion of the Purchasing Manager.

Purchase Orders

Purchases may require the completion of a purchase order authorized by the Purchasing Office. If applicable, purchase order numbers are to be shown on all bills of lading, packing slips, back orders, invoices, etc. The Purchasing Office is the only department authorized to issue a formal purchase order for the County.

Payment

All invoices must be submitted to the Purchasing Office no later than the first of the month in order to be paid during the same month. The Board of Supervisors approves accounts payable invoices for payment on the fourth Tuesday of each month with checks being mailed on the Thursday following the meeting.

Debarment or Suspension

The Botetourt County Board of Supervisors may suspend or debar vendors from the consideration for award of contracts per authority granted in the Botetourt County Purchasing and Procedures Manual (Sec. 7.1). Grounds for suspension/debarment are included in the Botetourt County Purchasing and Procedures Manual. Vendors are responsible to conform to all provisions of this manual. For a list of vendors currently debarred from doing business with Botetourt County please contact the Purchasing Office at the address given above.

Purchasing Office Staff

• Ray Meador
  Purchasing Manager
• Linda Harris
  Assistant Purchasing Manager

Disclaimer:

This publication is not intended to nor does it take the place of state and local procurement laws, ordinances or policies. In any instance where duly enacted regulations conflict with information in this document, such regulations govern. It is the sole responsibility of the vendor to ensure compliance with all governing regulations regardless of the accuracy or inaccuracy of information contained herein.