Doing Business with the City of Vancouver
Procurement Services is responsible for all purchases made on behalf of the City of Vancouver. With the exception of Purchasing Card transactions, City employees may not order from a supplier without first obtaining a numbered purchase order. The supplier should not allow purchases to be made without receiving a printed, numbered purchase order or an authorized purchase order number. To do so could result in delay or refusal of payment.
The supplier is expected to supply items ordered at the price quoted, according to the agreed-upon terms and conditions and by the date promised.
To be placed on the City of Vancouver’s supplier list for services and construction contracts, please visit the Municipal Research and Services Center website.
Procurement Services obtains quotations, bids, responses, or proposals in one of three ways: (1) the department may call the supplier and request a verbal quotation; (2) the department may call the supplier and request a written quotation; or (3) Procurement Services may solicit for quotations (RFQ: Request for Quotations), bids (ITB: Invitation to Bid), responses (RFQu: Request for Qualifications), proposals (RFP: Request for Proposals), or other available solicitation methods. Suppliers must follow the instructions outlined in these requests in order to ensure compliance and a responsive submittal.
The City will solicit for quotations, responses, or proposals when the purchase exceed:
- $5,000 for commodity items;
- $35,000 for most professional services; and
- All amounts for public works (including applicable suppliers on the Small Works Roster)
An ITB or RFP solicitation methods will be used for goods, materials, equipment and services procurements valued at more than $300,000 and an ITB solicitation methods will be used construction projects over $300,000. Bid specifications are prepared jointly by Procurement Services and the using department. In some cases, notices are placed on the Procurement Services website and in local and regional newspapers and business journals. Information about obtaining bid packets is available by contacting Procurement Services at, 415 W 6th Street, Vancouver, or by call (360) 487-8430. Sealed bids are publicly opened as indicated in the bid specifications. Bids will not be accepted after the bid opening time. Suppliers, while not required, are invited to attend the bid opening.
Results of the bid opening and bid tabulations are typically available 24 hours after the bid opening on Procurement Services’ website or by calling (360) 487-8430.
Award of Contracts
In accordance with the City of Vancouver Municipal Code, contracts and purchase orders are awarded as described in the solicitation document.
Right to Accept or Reject
The City of Vancouver reserves the right to cancel the invitation or reject any and all bids submitted or to waive any minor formalities if it is in the best interest of the City to do so.
Shipping and Delivery
All proposals, quotes and bids must include shipping costs, unless the solicitation specifically states otherwise. All purchases must be shipped as Free On Board (F.O.B) Destination. In the event the City agrees to pay shipping costs, the supplier shall prepay freight and add it to the invoice as a separate line item (F.O.B Destination, Freight Prepaid and Added). In such cases, the supplier shall still be responsible for ensuring the shipment is delivered in acceptable condition to the City of Vancouver.
How the City Pays
Delivery: All shipments to the City of Vancouver shall be made in a timely manner to the location designated on the purchase order.
Invoicing: A separate invoice for each purchase order is required. Submit to:
CITY OF VANCOUVER
P.O. Box 1995
Vancouver, WA 98668-1995
Please do not mail invoices to the requesting department. To do so may delay payment. Invoices must show: (1) City of Vancouver purchase order number; (2) complete description of goods or service provided; (3) quantity; (4) unit prices and extensions; (5) discount terms; and (6) invoice number.
Payment Terms: The City has a Net 30 payment policy. Payment will be made within 30 days of the date of the invoice.
Procurement Services will consider the interests of the City of Vancouver in all transactions and will ensure compliance with all City ordinances and laws of the State of Washington.
All transactions and suppliers will be treated objectively and without bias or favoritism. No gifts or other gratuities will be accepted directly or indirectly from suppliers.
The department encourages and welcomes competitive bidding in order to obtain goods and services at the lowest possible cost, and to provide all interested suppliers with an equal opportunity to offer their products and services to the City of Vancouver.