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.

Payment Procedure

After delivery of commodities or services ordered, the vendor must prepare and submit an original detailed/itemized invoice to Chesterfield County, Accounting Department, P.O. Box 40, Chesterfield, VA 23832. All invoices must bear the Purchase Order Number and the Ship-To Location, or invoices may be returned with subsequent delay in payment. Payment will be made based on the terms of the order or contract upon approval and notification of receipt by the authorized department. Payment will not be made to a party other than the vendor whose name appears on the order unless specific authorization is granted.