eVA Vendor Registration
The Commonwealth of Virginia’s electronic procurement system (eVA) streamlines and automates government purchasing activities in the Commonwealth of Virginia. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth are recommended to participate in eVA by registering as a vendor. There is no cost to register as a vendor on the website. The portal will provide registered vendors with automatic notifications when a bid/proposal is posted by a buyer seeking goods/services in that match your commodity code(s), as well as notifications when an update is made (i.e. addenda issued, award notification issued, etc.).
Beginning in December 2022, the City of Harrisonburg has transitioned to receiving all responses to sealed solicitations electronically. Vendors must register as a supplier on the eVA website to respond to sealed solicitations with the City of Harrisonburg.
Vendor Pocket Guide: Doing Business with the City of Harrisonburg
This guide provides a summary of the City of Harrisonburg's purchasing policies and provides a basic overview of how to do business with the City. Information on the City's purchasing thresholds, where our bids and proposals are posted, and contact information for departments is included in this guide.
[443KB] City of Harrisonburg Pocket Guide to Procurement for Vendors (updated 10-09-24)
Vendor List / Bidder's List
The City does not have a Vendor Application. Vendors are welcome to submit information on their company's products and services to the Purchasing Office, which will be passed on to relevant departments for use in small purchases. It is recommended that vendors check the eVA webpage regularly for any new bids or proposals that may open. If a vendor wishes to be notified about a bid or proposal posting, the City recommends that the vendor register for eVA to receive notifications. See below for more information on eVA vendor registration.
W-9 Form
To be added as a new City vendor and receive payment for goods and services provided, a completed W-9 form is required. To obtain a blank copy of the latest version of the W-9 form, visit the IRS website. Completed W-9 forms may be emailed to Purchasing@harrisonburgva.gov.
If you are a current vendor with the City but have changed any information recently (i.e. addresses, tax classification status, federal tax ID number, business name, etc.) or are a current vendor but your W-9 has not been updated within the last five (5) years, you may also be asked to provide an updated form.
For a copy of the City's W-9 form, contact the Purchasing Office at 540-432-7794.
Tax Exemption
The City is exempt from Virginia Sales Tax. Please contact the Purchasing Office for a copy of the Commonwealth of Virginia Sales and Use Tax Certificate of Exemption (ST-12) form. Please note that the City may be exempt from other taxes and fees in addition to Sales Tax.
Procurement Policy Manual
The City's Procurement Policy Manual was adopted on October 08, 2024 by the Harrisonburg City Council. Included in the manual is Appendix B. Paricitpation of Small Businesses and Miniority-Owned, Women-Owned, and Service-Disabled Veteran-Ownded Businesses which outlines the City's program to promote procurement from these entities. The City also makes frequent use of the Department of Small Business & Supplier Diversity's (SBSD) website to assist in promoting procurement opportunities. Vendors are encouraged to become certified with the SBSD and can find more information at: https://www.sbsd.virginia.gov/
[1MB] City of Harrisonburg, VA - Procurement Policy Manual effective October 08, 2024
Sales Visits
Vendors wanting to visit with Procurement Staff are encouraged to make an appointment by calling 540-432-7794. Sales visits to other departments are permissible, however, those departments will need to be called individually. Appointments for other departments are not coordinated through this office. Vendors may leave literature for all departments with the Procurement Office for distribution to other city departments. Sales visits regarding an open procurement will not be accepted.
Can't find what you are looking for? Contact the Purchasing Office at 540-432-7794 or via email at Purchasing@harrisonburgva.gov.
