Vendor Information

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 Vendor Opportunities

The City of Virginia Beach Purchasing Division seeks maximum competition in our solicitations.  To ensure your company is made aware of quotes, bids and Requests for Proposals (RFPs) posted by the City, a vendor should:
 
1.      Fill out a Bidder’s Application​ ​and return it to the Virginia Beach Purchasing Division. (Note: Placement on the bidder’s list does not guarantee receipt of a request for quotation, invitation to bid, or a request for proposal.  It is the bidder’s responsibility to check the bid notices posted by the Purchasing Division, see below information.)
 
2.    Register with DemandStar by Onvia. The City uses DemandStar as our primary notification system for bids and requests for proposals.  DemandStar will notify all prospective bidders based on the NIGP commodity code classification for each individual Invitation to Bid (IFB) or Request for Proposal (RFP). This service to vendors may include a nominal fee (subscription options). For more information, please visit the DemandStar website or contact them at   1-800-711-1712.
 
3.    Check the Bid Board in the Purchasing Division, Liberty Tax Executive Park,  2388 Liberty Way, Virginia Beach, Virginia 23456 (this list is updated weekly);
 
4.  View current bids and RFPs by clicking the attached link currently advertised bids and RFPs, which redirects you to the DemandStar site.
 
5. View current requests for quotes by clicking the attached link; Request for Quotes.
 
6.  Watch Cox Cable, channel 47;
 
7.  Register with the Commonwealth of Virginia Department of Small Business and Supplier Diversity​ (SBSD) if you company is small, woman, minority or service disabled veteran owned; this is a primary source used to obtain vendor’s for specific commodities; and
 
8.  Read the Virginian Pilot (legal section), formal Requests for Proposals are advertised here, at the buyer’s discretion.​

 Vendor Payment Services

​​Invoicing the City for Goods and Services
In an effort to minimize confusion and delays related to payment of goods and/or services provided to the City, Vendors are asked to adhere to the following guidelines when submitting invoices:

  1. Invoices should be sent directly to the department that initiated the purchase
  2. Vendors are required to provide original invoices which include all of the following:
    • Vendor Name
    • Remit to Address
    • Unique Invoice Number
    • Invoice Date
    • ​Purchase Order Number (where applicable)
  3. Virginia Vendors are asked to eliminate any sales tax from their invoice prior to submission since The City of Virginia Beach is not required to pay sales tax to these vendors pursuant to Virginia code.
  4. Vendors are requested to provide consolidated invoices whenever possible in an effort to help minimize the volume of invoices processed
Receiving Payment from the city for Goods and Services

The following guidelines are applicable for all Vendors requesting payment for goods and/or services from the City of Virginia Beach:

  1. In order to receive payment from the City, Vendors must have a current W-9 form on file with Finance/Accounts Payable.  (Link to: W-9 Form)
  2. It is the City's policy to pay in arrears for goods and/or services provided to the City.
  3. Standard payment terms of Net 30 are applied except where executed contracts or prompt pay discounts require otherwise.
  4. It is the City's policy to take advantage of all prompt pay discounts offered.  The prompt payment period is computed from the latter of the date of acceptance of the goods and/or services, or, from the date the correct invoice is received in the office specified on the purchase order (or contract).
  5. The City offers the following methods of payment in order of preference:
    • City Procurement Card (Visa)
    • ACH/Direct Deposit Payments -The City of Virginia Beach has chosen the Paymode X® ACH service through Bank of America Merrill Lynch to manage ACH (automated clearinghouse) payments to Vendors.  In time, all of our contracted vendors and suppliers who are corporations or partnerships will be required to enroll in the Paymode-X ACH service. Currently active contracted vendors are not required to enroll though are strongly encouraged. Individuals doing business with the City who receive multiple payments annually will also be encouraged to enroll in Paymode-X.  Visit www.paymode.com/vbgov  for more details.
    • Vendors who do not accept the City Procurement Card (Visa) or Paymode X® ACH service will continue to receive paper checks.  Paper check payments will be subject to a less frequent basis, but still in compliance with the Prompt Payment Act.  

If you have questions concerning the status of a payment, please contact the department that received your goods and/or services.

 

 ​V​endor Tax Reporting

All payments for goods and/or services are subject to federal and state tax reporting regulations

US Vendors
All US persons and organizations engaged in trade or business and making payment to another person or organization in the course of such trade or business are required by IRS regulations to report payment of the following items via form 1099 to the IRS. 

  • Miscellaneous payments such as rents, commissions, non-employee compensation, services provided, royalties
  • Interest and dividends
  • Broker proceeds
  • Real estate transactions
  • Cancellation of debt
  • Gambling winnings

In order to receive payment from the City, Vendors must have a current W-9 form on file with Finance/Accounts Payable.  (Link to: IRS W-9 Form.pdf)
Minimum reporting thresholds are based on the type of payments and range from $1-$600.

Forms 1099INT and 1099MISC are issued annually by Finance/Accounts Payable.  Per IRS regulations, they are sent via USPS to all recipients on or before January 31st.  Questions regarding annual 1099 reporting can be directed to Finance/Accounts Payable via telephone (757-385-4415) or email (APC@vbgov.com).​​​

Foreign Vendors
All US persons and organizations engaged in trade or business and making payment to a foreign person or organization in the course of such trade or business are required by IRS regulations to report payment of the following items via form 1042 to the IRS.

  • Miscellaneous payments such as rents, commissions, non-employee compensation, services provided, royalties
  • Interest and dividends
  • Broker proceeds
  • Real estate transactions
  • Cancellation of debt
  • Gambling winnings

In order to receive payment from the City, Vendors must have a current W-8 series form on file with Finance/Accounts Payable.  (link to the IRS forms websi​te (https://www.irs.gov/Forms-&-Pubs)

    • W-8 BEN – Foreign Individuals
    • W-8 BEN-E – Foreign Entity
    • W-8 ECI – Foreign Entity operating one or more locations in the US
    • W-8 EXP – Foreign Entity claiming a reduced rate or exemption from withholding as one of the following:
      • Foreign Government
      • International Organization
      • Foreign Bank
      • Foreign Tax Exempt Organization
      • Foreign Private Foundation
      • Government of a US Possession
    • W-8 IMY – Intermediary or Flow-Through Entity
There are no minimum reporting thresholds.

Forms 1042S are issued annually by Finance/Accounts Payable.  Per IRS regulations, they are sent via USPS certified mail to all recipients on or before March 15th.  Questions regarding annual 1042 reporting can be directed to Finance/Accounts Payable via telephone (757-385-4415) or email
(APC@vbgov.com).​​