CPS - Purchasing Department

2. Any purchase costing between $5,000.00
    and $19,999.99 requires three (3) prices.
    These may be obtained over the telephone,
    via fax or email, or in writing on company
    letterhead.
3. Any purchase costing between $20,000.00
    and $49,999.99 requires three (3) prices.
    These are obtained using formal sealed
    quotations.
4. Any purchase costing $50,000.00 or more
    requires obtaining prices using formal sealed
    bids or competitive negotiations.
NOTE: This does not include prices for
           professional services.

Q: How does Chesapeake Public Schools solicit prices
for professional services?

A: All professional services will be procured by "competitive
negotiations" as defined by state law..." where the cost of
the professional services is expected to exceed $30,000."

Q: How does Chesapeake Public Schools determine
how purchases and contracts are awarded?

A: Chesapeake Public Schools awards all purchases and
     contracts to the lowest responsive, responsible bidder
     meeting specifications. In the event of a tie, Chesapeake
     firms will have preference, followed by area and in-state
     firms. A tie within any group will be determined by a lot
     drawing (vendors will be notified and given the opportunity
     to attend).

Q: Does Chesapeake Public Schools issue contracts?

A: Chesapeake Public Schools uses the purchase order
    document as the contract for most goods and services.
    For either construction or professional services, a separate
    contract document is used.

    However, the Chesapeake Public Schools reserves the
    right to develop a customized contract document
    appropriate to the uniqueness of the procurement.

Q: May our sales representative call on the Purchasing
Department on a regular basis to present available
products and services?

A: Vendors are welcome during the hours between 8:30 a.m.
and 3:30 p.m., Monday-Friday. Appointments are preferred
but not required.

BECOMING A BIDDER

Q: How do I, as a vendor, get on your bid list?

A: You may apply online. You may also contact the
     Purchasing Department by mail, email, fax (on company
     letterhead), or in person to request a bidder's application.
     A copy of all formal bids pertaining to your firm's
     commodities or services will be forwarded to your firm.
     Chesapeake Public Schools also participates in an
     electronic procurement service through Demandstar by
     Onvia. This service will assist you in accessing and
     receiving bids, quotes and RFP's.

Q: If I am already on the bid list for the City of
Chesapeake, is it necessary to fill out a bidder's
application for Chesapeake Public Schools?

A: Chesapeake Public Schools operates a separate
    purchasing department generating its own requests and
    purchase orders; therefore, it is necessary for a separate
    bidder's application to be filled out and submitted to the
    Chesapeake Public Schools Purchasing Department.

Q: When am I in jeopardy of being taken off the bidders'
list?

A: In one of two ways, either by:

1. Failure to submit two (2) consecutive bid
     responses (keep in mind that a "no bid" is
     considered to be a response and therefore
     will not result in removal,) or
2. Poor or non-performance.

Q: If removed from the bidders' list, how may I be
reinstated?

1. If removal was for failure to respond, you
    may reapply by completing a new bidder's
    application.
2. If removal was for poor or non-performance,
    then your firm will remain off the list for one
    year or skip one bid cycle, whichever is the
    greater period of time.

    In addition, you must participate in an
    interview with the appropriate buyer to
    discuss your interest.

BID INFORMATION

Q: How can I obtain information regarding bids
presently on the market?

A: Chesapeake Public Schools posts all bids at the School
    Administration Building, 312 Cedar Road. Vendors are
    welcome to check the board and request copies at any
    time. All bids for construction are forwarded to the Dodge
    Room and the Norfolk Builders and Contractors
    Exchange. All bids for professional services will be
    advertised in local newspapers.

    Additionally, bid information may be obtained by
    accessing the Chesapeake Public Schools'
    Purchasing Department web page:
    http://eclipse.cps.k12.va.us/public/Purchasing or through
    Demandstar at www.demandstar.com/supplier.

Q: How do I submit a formal bid?

A: After properly completing the bid packet, your response
must be returned to the Purchasing Department no later
than the designated time.

DELIVER YOUR BID TO:

Purchasing Department
Chesapeake Public Schools
School Administration Building
312 Cedar Road
Chesapeake, VA 23322

Q: How can I obtain information regarding the
awarding of quotes and bids?

A: For all formal quotes and bids, an award letter will be sent
    to all responding vendors informing them of the successful
    vendor, brand and price that was submitted. Award
    information may be viewed by accessing the Chesapeake
    Public Schools' Purchasing Department web page:
    http://eclipse.cps.k12.va.us/public/Purchasing or through
    Demandstar at www.demandstar.com/supplier.

Q: Can vendors attend bid openings?

A: All bids will be read publicly at the designated time and
    location indicated on the invitation to bid. The openings
    are at the School Administration Building in the
    Purchasing Department, located at 312 Cedar Road.
    Vendors are encouraged to attend.

Q: Is it possible for me, as a vendor, to receive copies
of bid tabulations?

A: We regret that this service is not available due to the
     volume of paperwork and time requirements necessary,
     deeming such a service cost prohibitive. However, all bid
     openings are public and vendors are welcome to visit and
     review files after the award.

Q: What happens if my response is received after the
designated time for the bid to be received but before
the bid opening?

A: It is our standard policy not to accept bids after the
    designated time to be received. Bids received after the
    deadline will be returned to the vendor, unopened. However,
    your bid will be counted as a response, and your firm will
    not be in jeopardy of being removed from the bidders' list.

Q: What happens when bids are not opened due to
inclement weather or if the School Administration
Building is closed due to emergency circumstances?

A: Bids will be rescheduled to open on the next regular
    working day at the same designated time. Vendors,
    again, are invited to attend. If there are any questions,
    please call the Purchasing Department.

Click here to complete the online Bidder's Application

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