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Oral Quote: a small purchase need seeking an oral quote from the supplier by telephone.

Fax Quotes: a small purchase need seeking a written quote from a supplier by a facsimile.

Invitation for Bids (IFB): a solicitation for goods and/or services that may require the return of a sealed or unsealed bid.  The lowest responsive and responsible bidder receives an award.

Request for Proposals:  a solicitation for goods and/or services may require the return of a sealed or unsealed proposal.  The negotiated best value or most advantageous proposal receives an award.

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Exceptions

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Solicitations or notices of business opportunities are posted on the Central Purchasing website and available for downloading to your desktop.  This information is also available by visiting the Central Purchasing office.

In addition, suppliers may register with the Gloucester Connection Email News Service at www.gloucesterva.info/GloucesterConnectionDB to receive email notifications of business opportunities.  Providers are encouraged to visit the Central Purchasing website often.

Depending on the anticipated value of the requirement, some solicitations are advertised in local area newspapers such as:

All Gloucester County invoices are paid in accordance with Section 2.2-4352,  Code of Virginia.

Invoices for items ordered, delivered, and accepted shall be submitted by the vendor directly to the payment address shown on the purchase order/contract.  All invoices shall show the county contract number and/or purchase order number. Payment terms of net 30 days is the County's requirement.  However, this shall not affect offers of discounts for payment in less than 30 days.

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Addenda

Any changes or modifications to solicitations are in writing and only authorized by a Central Purchasing representative.  Addenda may be issued at anytime before the receipt of bids or offers.  It is the sole responsibility of the provider to ensure they have all addenda associated with a bid or offer by verifying this with Central Purchasing.

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Late Bids or Offers

Central Purchasing will not accept or consider any bid or offer that arrives at the incorrect receipt location after the due date and time listed on the solicitation.

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Bid Openings

Sealed bids are publically opened and read aloud at the time, date and place stated in the solicitation.  There is no public opening for Request for Proposals (RFP's) and the tabulation of offerors is not available until an award decision is made.  Sealed bids or proposals may not be submitted by facsimile or other electronic means.

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Bid Tabulations & Awards

Central Purchasing will establish a tabulation of bids for all solicitations received.  A list of all awards will also be published.  These records are available on the Central Purchasing website.

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County Business License Requirement

Any entity doing business with Gloucester County shall have a business license if:

       »   Their place of business is in Gloucester County

       »   They reside in Gloucester County

      »   Their business proceeds exceed $25,000 per year in Gloucester  County

A Gloucester County business license is not required if the provider holds a business license with another Virginia locality where their business is located.

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Gloucester County is exempt from the payment of federal excise taxes or state sales taxes on all tangible, personal property or items used for its consumption.  Central Purchasing will furnish providers a Tax Exemption Certificate (Form ST-12) upon request.

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Central Purchasing is responsible for the disposition of all materials, supplies, equipment or other personal property which the County has determined to be obsolete or unusable.  The method for this disposal may be through the use of on-line public auctions or on-site live auctions.  Notice of these sales are included on the Central Purchasing website.

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Web:  www.gloucesterva.info/purch