This Web page has been prepared to acquaint you with
the policies and procedures of Fairfax Water’s Procurement
Department. This Web page is intended as a resource on how to do
business with Fairfax Water. It does not replace or supersede the
terms and conditions set forth in any specific solicitation.
Prospective bidders must read and follow the instructions,
specifications, terms and conditions set forth in each individual
The Procurement Department is responsible for the acquisition,
distribution, and disposal of all goods, services, equipment and
construction, for Fairfax Water. We strive to acquire the
quality, quantity, and delivery required by our various
divisions, at the best cost to Fairfax Water. Only the General
Manager and the Procurement Department are authorized to bind
Fairfax Water to the purchase of any item or service whose total
value is expected to exceed $1,000. ONLY PROCUREMENT PERSONNEL
ARE AUTHORIZED TO ISSUE PURCHASE ORDERS.
- NON-DISCRIMINATION: The Fairfax County
Water Authority shall not discriminate against a bidder or
offeror in the solicitation or awarding of contracts because of
race, religion, color, sex, national origin, age, disability, or
any other basis prohibited by state law relating to
discrimination in employment.
- VISITING HOURS:
Monday through Friday, 8:00 A.M. – 4:00 P.M.
Appointments made in advance are preferred but not required.
However, availability of an individual cannot be relied upon
without an appointment.
ON THIS PAGE
THE PROCUREMENT DEPARTMENT
8570 Executive Park Avenue
Fairfax, Virginia 22031
ELIGIBILITY TO DO BUSINESS WITH
Prospective contractors who are legally eligible to do business
with the Commonwealth of Virginia or other public entities within
the Commonwealth are encouraged to seek business opportunities with
Fairfax Water. Individuals and/or businesses who are legally barred
from doing business with the Federal Government or any State or
local government or any other public entity will normally not be
allowed to enter into a contract to provide goods and/or services to
Fairfax Water. Any individual or business entity that has been, or
is currently barred from doing business with any public entity must
include in its bid or offer all relevant details related to its
PAYMENT OF INVOICES
Payment terms are Net-30 days after receipt of a valid invoice at
the Accounts Payable Department. Invoices must include the Contract
or Purchase Order number and an itemization of goods provided and/or
services rendered. Invoices lacking sufficient detail will be
returned or payment delayed until such information is provided. The
30 day payment deadline will be construed as beginning on the date
that required supporting documentation is provided.
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Fairfax Water is exempt from Federal, State and local sales
and use taxes (ID # 54-6025290)
REGULATIONS: Fairfax Water is required to comply with the
Virginia Public Procurement Act (VPPA). The act is available at
most public libraries and via the internet:
- DOING BUSINESS
WITH FAIRFAX WATER: Prospective contractors are
encouraged to introduce themselves to the Procurement Department
and/or relevant end users. Formal solicitations are posted on
this web site, and a listing of available solicitations is
available in the lobby of the Morin Building. Large procurements
are advertised on this web site and published in THE WASHINGTON
POST. Occasionally solicitations will be posted in the
Commonwealth’s official web site –
), and other special publications as needs dictate.
- SALE OF SURPLUS
PROPERTY: Materials and equipment declared surplus by
Fairfax Water may be sold to the public only through public
auction or competitive bidding.
- GIFTS OR
GRATUTIES: Employees are prohibited from soliciting
and/or receiving gifts from individuals or companies doing
business or seeking to do business with Fairfax Water. Employees
may accept promotional items with a total retail value of $25 on
a one time basis per promotional activity.
THE PROCUREMENT PROCESS
The Fairfax County Water Authority shall not
discriminate against a bidder or offeror in the solicitation or
awarding of contracts because of race, religion, color, sex,
national origin, age, disability, or any other basis prohibited by
state law relating to discrimination in employment.
The Procurement Department seeks competition wherever and
whenever practicable and possible. To facilitate the process of
purchasing necessary goods and/or services, the Procurement
Department creates Blanket Purchase Orders, Standing Orders, and
Basic Ordering Agreements; establishes Sole Source Contractors;
and establishes approved products lists. To the extent possible
these are established via rider clauses from other State and
local agencies, or via a competitive solicitation.
B. There are two levels of competitive solicitations: Informal
- Informal competition normally consists of
soliciting quotations from three or more vendors by whatever
means is the most efficient (e.g., fax, oral, telephone,
mail, or E-mail).
- Formal competition requires the use of a
written Invitation for Bids (IFB) or Request for Proposals
(RFP). Formal solicitations require that the IFB/RFP be posted
on the Fairfax Water website, and in the case of RFP’s,
advertised in a local newspaper. Fairfax Water normally
advertises its solicitations in THE WASHINGTON POST.
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FEES FOR CERTAIN
Most construction related solicitations and some non-construction
related solicitations include detailed plans, drawings and / or
specifications. To offset the administrative cost to provide sets of
documents a variable fee may be charged. The fee is based on the
size and cost to produce and issue the solicitation. Payment must be
in the form of a business check, made payable in advance to "Fairfax
- Deliveries of goods, other than chemicals and
fuel, are received between the hours of 7:00 A.M., and 3:00
P.M., Monday through Friday (excluding official Fairfax Water
holidays). Special delivery instructions may be specified in the
description area of a Purchase Order, or as an additional term
on a formal contract.
- COD orders will not be accepted.
- All shipments must be accompanied by appropriate
packing slips containing the Name of the Shipper, the Exact
Contents of the shipment, and the Purchase Order Number. Items
received without reference to a purchase order number are
subject to being returned to the supplier, freight collect. If
items are to be shipped from a company or manufacturer other
than the one to which the Purchase Order was issued, the packing
list must include the name of the awardee and the Purchase Order
number as they appear on the Purchase Order. Failure to comply
may cause the shipment to be refused or otherwise delayed.
- All backorders must be properly marked.
- All Chemicals or products containing Chemicals
must be shipped with current Material Safety Data Sheets.
Packing slips / delivery tickets must include the appropriate
Purchase Order Number and must accompany every delivery.
- Personal deliveries of any kind are prohibited.
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FAIRFAX WATER STANDARD PURCHASE
TERMS AND CONDITIONS
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