Procurement Services

Doing Business

Procurement Services is responsible for all purchases made on behalf of the City of Vancouver. Except for 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 a signed purchase order. To do so could result in delay or refusal of payment. The City of Vancouver has created a Supplier Manual to provide potential suppliers with information on how to do business with the City.

Supplier Handbook Supplier Handbook – Spanish Edition Supplier Handbook – Russian Edition

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. Please note only the following City positions are authorized to sign contracts on behalf of the City: City Manager, Chief Financial Officer, and Procurement Manager.

Supplier List

To be placed on the City of Vancouver’s supplier list for commodity, services and construction contracts, please visit the Municipal Research and Services Center website.

Procurement Services obtains quotations, bids, responses, or proposals in various ways, including:

1. A department may call the supplier and request a verbal quotation.
2. A department may call the supplier and request a written quotation.
3. Procurement Services may solicit for quotations through:
   • Request for Quotations (RFQ)
   • Invitation to Bid (ITB)
   • Request for Qualifications (RFQ)
   • Request for Proposals (RFP)
   • Other available solicitation methods. Suppliers must follow the instructions outlined in these requests to ensure compliance and a responsive submittal.

Competitive Procedures

• $10,000 for commodity items
• $50,000 for most professional services
• All amounts for architectural and engineering services
• All amounts for public works (including applicable suppliers on the Small Works Roster)

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 method 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 at Procurement Services 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 all bids submitted or to waive any minor formalities if it is in the best interest of the City.

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. Invoices should be submitted to the City contact on the Purchase Order or otherwise identified.

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.

Business Licensing

Suppliers may be required to hold a city business license if working within Vancouver city limits. The Contractor shall apply for city license via the State of Washington Department of Revenue (DOR), Business Licensing Service (BLS) website. For application assistance, contact DOR BLS at 360-705-6741.