Procurement Policy Manual
The City's Procurement Policy Manual sets forth the policies and high-level procedures for the procurement of goods, services, insurance and/or construction. It is adopted by the Harrisonburg City Council to meet the requirements of Virginia Code § 2.2-4343 (A) and constitutes Council's policies to ensure fairness and competitiveness in the procurement of goods and services. The City adheres to all portions of the Virginia Public Procurement Act that are applicable to local government agencies and that are mandatory under Virginia Code § 2.2-4343.12. To view the City's current Procurement Policy Manual, visit the Bids & Proposals webpage. As part of this Manual (Appendix B), the City also has a program for promoting procurement from small businesses, and businesses owned by minorities, women and service disabled veterans.
- More Information on Virginia's Department of Small Business & Supplier Diversity
- Harrisonburg Economic Development Department website
Vendor Pocket Guide: Doing Business with the City of Harrisonburg
This guide provides a summary of the City of Harrisonburg's purchasing policies and procedures as well as 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.
- City of Harrisonburg Vendor Pocket Guide (updated 10-09-24) [445B]
eVA Vendor Registration
Effective January 01, 2025 all local public bodies shall provide an option to submit bids or proposals through eVA or other electronic means per Code of Virginia § 2.2-4303. The Commonwealth of Virginia’s electronic procurement system (eVA) streamlines and automates government purchasing activities in the Commonwealth of Virginia and is the method the City of Harrisonburg chooses to utilize for electronic bid and proposal submissions. The eVA portal helps vendors to conduct business with state agencies and public bodies across the Commonwealth. All vendors desiring to provide goods and/or services to the City must register as a supplier on eVA to respond to sealed solicitations. There is no cost to register as a supplier on the eVA website. Vendors do not need to register as a supplier on eVA to view public solicitations or download documents, only to submit a bid or proposal. The eVA portal will provide registered vendors with automatic notifications when a bid/proposal is posted by a buyer seeking goods/services in that match the vendor's commodity commodity code(s), as well as notifications when an update is made (i.e. addenda issued, award notification issued, etc.).
Note: The City of Harrisonburg is not responsible for any delays in submission caused by the eVA platform, vendor registration, or internet outage. Please ensure you have allotted ample time to submit your bid or proposal document(s). The Offeror has the sole responsibility to have the bid or proposal submitted on or before the date and time set for closing.
Vendor List / Bidder's List
The City does not have a Vendor Application nor does it maintain an active Vendor or Bidder's List. 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 alignment with the City's small purchase procedures. 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 above for more information on eVA vendor registration.
W-9 Form
For current City vendors to 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. All W-9 forms received from vendors must be signed and dated within the last year. If the payment remittance address is different than the address listed on the W-9 form, vendor should provide correct payment remittance information in a separate document on company letterhead. Completed W-9 forms and/or payment remittance information may be emailed to W9@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.
Tax Exemption
The City is exempt from Virginia Sales Tax and may be exempt from other taxes and fees. See document link below for a copy of the Commonwealth of Virginia Sales and Use Tax Certificate of Exemption (ST-12) in fillable form for the City of Harrisonburg. If you have a question about additional taxes or fees that the City may be exempt from, contact the Purchasing Office at 540-432-7794 or Purchasing@harrisonburgva.gov.
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 the Purchasing Office. To find contact information for various departments, see the Vendor Pocket Guide in the section above. Vendors may leave literature for all departments with the Purchasing Office for distribution to other city departments. Sales visits regarding an open procurement will not be accepted.
Unless otherwise noted, all files on this page are PDF.
Can't find what you are looking for? Contact the Purchasing Office at 540-432-7794 or via email at Purchasing@harrisonburgva.gov