Old Post Office Building
2 East Main Street
Fincastle, VA 24090
Monday - Friday
9:00 a.m. - 5:00 p.m.
Phone: (540) 928-2106
Fax: (540) 473-8330
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.
The Purchasing Office utilizes the State of Virginia’s eProcurement Portal, eVA, for posting of all solicitations over $30,000, as well as many smaller purchase requests released through Quick Quote. To view the state listings visit VBO (Virginia Business Opportunities) at www.eva.virginia.gov under Solicitations & Awards.
The Purchasing Office maintains both a centralized bidder’s list (used mostly for small purchases) and also utilizes eVA for access and notification to vendors. To become a registered vendor with Botetourt County businesses can submit a registration to the Purchasing Office; vendors are classified according to the NIGP Code for the goods or services they provide.
A registration form is available below and once completed can be emailed, mailed or faxed to the Purchasing Office at Purchasing@botetourtva.gov, the address or fax number listed above. Businesses will be considered for all solicitations for which they are qualified.
NIGP Code Lookup
The Purchasing Office makes every effort to directly notify registrants of upcoming solicitations according to their classification; however, to insure knowledge of a solicitation, it is suggested to visit this website regularly for updates, monitor the Virginia Business Opportunities postings at www.eva.virginia.gov under Solicitations & Awards, and register with the State of Virginia. The eProcurement Portal, eVA, offers vendors the opportunity for business with over 13000 users from state Agencies and local Public Bodies. Registration is free and includes automatic notification of statewide solicitations and Quick Quotes.
To learn more and to register go to https://eva.virginia.gov/. Choose the “I SELL TO VIRGINIA” tab at the top to get started.
Businesses are also welcome to stop by the Purchasing Office at any time to drop off supplemental catalogs, price lists, and/or company information that you deem helpful to our purchase process.
The County of Botetourt is exempt from all Federal excise and State sales taxes. Upon request the Purchasing Office can issue an exemption certificate.
The Virginia Public Procurement Act permits the County to establish small purchase procedures, not requiring competitive sealed bids or competitive negotiation for single or term contracts for goods and services including professional services if the aggregate or the sum of all phases is not expected to exceed $50,000; however, such small purchase procedures shall provide for competition whenever practicable.
The following small purchase procedures have been established for use when acquiring materials, supplies, equipment, printing, nonprofessional services, or professional services under $50,000. Procurements made pursuant to these procedures do not require public bid openings or newspaper advertisements of competitively negotiated procurements. Small purchases generally do not justify the administrative time and expense necessary to conduct competitive formal bidding or competitive negotiation.
1. PURCHASES UNDER $2,500 IN VALUE – Purchases in this group require no quotations. The $2,500 applies to the total of all items purchased on an invoice.
2. PURCHASES BETWEEN $2,501 AND $15,000 IN VALUE – For purchases of this type at least three (3) quotations from valid sources must be solicited verbally, in writing, or by fax.
3. PURCHASES BETWEEN $15,001 AND $30,000 IN VALUE – Written quotations will be solicited from at least four (4) valid sources. A record should be kept of the name and address of the vendors contacted, the item description or services offered, price quoted, delivery dates, and name of contact person.
4. PURCHASES BETWEEN $30,001 AND $50,000 IN VALUE – Unsealed bids or proposals may be solicited with a written description or by written informal IFB’s or RFP’s. All purchases in this category require soliciting at least four (4) valid sources in writing. Department heads will be required to assist the Purchasing Office in the development of formal specifications for the needed items or services and they should allow the proper lead-time in their planning.
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.
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.
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.
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.