Official website of the
City of Vancouver, Washington

Procurement Services

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 from Procurement Services. 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.

Supplier Responsibilities

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.

Supplier List

To be placed on the City of Vancouver’s supplier list for services and construction contracts, find the registration forms at our website , or call (360) 619-1030.  

Procurement Services obtains quotations 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 send the supplier a formal Quotation request, which the supplier  completes and returns to Procurement Services.

Bid Procedures

Formal bid procedures apply to all goods, materials, equipment, and services over $35,000, and to all construction contracts over $200,000.  Bid specifications are prepared jointly by Procurement Services and the department. Notices are placed on the Procurement Services website and in area newspapers and business journals. Bid packets are available at Procurement Services, 610 Esther Street, Vancouver, or by calling (360)619-1030. Sealed bids are publicly opened at this same location at the time indicated in the bid specifications. No bid may be received 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 available 24 hours after the bid opening on Procurement Services’ website or by calling (360) 619-1030.

Award of Contracts

In accordance with the City of Vancouver Municipal Code, contracts and purchase orders are awarded to the lowest, most responsible bidder on the basis of:

1. The monetary amount of the bid.
2. The bidder's experience and reputation for satisfactory work, judgment and integrity.
3. The bidder's facilities, equipment and skill for performing the contract.
4. The extent to which the bid and the bidder meets the requirements and specifications.
5. Projected costs to the City.
6. Projected impact on City operational efficiency.
7. Available budgeted funds.
8. Applicable laws and statutes.

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.

F.O.B. Delivery

All quotes and bids shall be submitted F.O.B. delivered. In the event the City agrees to pay freight costs, the supplier shall prepay freight and add it to the invoice. The City will not accept any goods that are not F.O.B. Even if the City agrees to pay freight charges, the supplier still retains the responsibility of ensuring that goods are delivered in a condition acceptable 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
Accounts Payable
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.

Ethical Principles  

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.