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.
The Purchasing Office is located in the Old Post Office Building, 2 East Main Street, Fincastle, Virginia 24090. Office hours are 8:30 a.m. to 5:00 p.m., Monday through Friday.
(540) 473-8331 Phone
(540) 473-8330 Fax
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.
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.