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Purchasing Policy and Procedures
Purchasing
 
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Purchasing Director
Keith S. Gagnon

Phone Numbers
(804) 748-1617
(804) 717-6378(FAX)

Email Us 


Hours
8:30 a.m. - 5 p.m.
Monday - Friday

Mailing Address
Chesterfield County
Purchasing Department
PO Box 51
Chesterfield, VA 23832

Street Address 
9901 Lori Road
Lane B. Ramsey Building
3rd Floor, Room 303
Chesterfield, Virginia 23832
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Resources
Ready Virginia
Virginia.gov
USA.gov
Chesterfield County Public Schools
Purchasing
Purchasing Policy and Procedures

Purchasing Procedures

  • Goods/Services - $5,000 or less
    • Delegated to using departments/schools.
     
  • Goods/Services - over $5,000 but less than $10,000
    • Competition is at the discretion of the Purchasing staff. Price quotations from minority-owned businesses, women-owned businesses, or business located in Chesterfield County are encouraged.
     
  • Goods/Services - $10,000 but less than $30,000
    • Competition must be sought from a minimum of three valid sources which shall include a minimum of one vendor located in Chesterfield County or one vendor who is considered to be a minority-owned business or women-owned business, unless circumstances make this impossible.
     
  • Goods/Services - $30,000 but less than $50,000
    • The Purchasing Department is solely responsible for obtaining quotes on behalf of the departments/schools. Competition must be sought from a minimum of four valid sources, in writing, utilizing a Request for Quotation or an Informal Request for Proposal. Purchasing staff shall include a minimum of one vendor located in Chesterfield County or one vendor who is considered to be a minority-owned or women-owned business, unless circumstances make this impossible.
     
  • Goods/Services - $50,000 or more
    • When the estimated sum of an individual purchase or the estimated aggregate or sum of all phases reaches or exceeds $50,000, competition must be sought, in writing, utilizing an Invitation for Bid or a Request for Proposal. Purchasing staff shall include a minimum of one vendor located in Chesterfield County or one vendor who is considered to be a minority-owned business or women-owned business, unless circumstances make this impossible. In addition, vendors are also selected from the appropriate commodity list that is maintained by the Virginia Department of Minority Business Enterprise.
     

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.

Sale of Surplus Property

Currently, Chesterfield County and Chesterfield County Public Schools sells surplus property through contracted third-party firms specializing in auctioning of materials. Surplus materials not sold through specific contracts are sold by one of the following firms.

GovDeals, Inc., an internet based auction firm that sells surplus materials of all descriptions, to include vehicles. Items sold by Chesterfield County can be located by doing an advanced search by seller at GovDeals.com.

Southside Virginia Auto Auction, an auction firm dealing in the sale of vehicles only, located at the intersection of West Hundred Road (State Route 10) and Jefferson Davis Highway (Route 1 & 301) in Chester, VA. Southside Virginia Auto Auction conducts two auctions weekly and any Chesterfield County vehicles would be sold at the Thursday night auction. For information pertaining to upcoming sales that may include Chesterfield County vehicles, Southside Virginia Auto Auction may be contacted at 804-796-6556.

The Chesterfield County Fleet Management Office can also be contacted at 804-768-7378 for information as to plans for selling vehicles through either GovDeals or through Southside Virginia Auto Auction

Sale of Surplus Buses: School buses taken out of service may be sold through either of the above firms or through sealed Invitations for Bids conducted by Chesterfield County.