The City of Albemarle welcomes the opportunity to work with vendors to meet the the procurement needs of the City through a competitive bidding process.

Please begin by downloading our brochure, “How to do Business with Purchasing.”

How to Become a Vendor

1. Vendors wishing to do business with the City of Albemarle must first complete the Vendor Information Form and IRS Form W-9
2. Complete and return these two documents to the City of Albemarle, Finance Department, Purchasing Division
3. You can find more information and links to forms on our Vendor Information Page

Important Tips

Sales Tax

The City of Albemarle pays North Carolina Sales and Use Tax and is not Tax-Exempt. Taxes, although not shown on the Purchase Order, should be included on the Vendor’s invoice.

Invoices

A completed Vendor Information Form and an IRS Form W-9 must be received for Invoice Payment. Questions regarding Invoices should be directed to the Accounts Payable Division at 704-984-9452.

EFT Service

We encourage vendors to use the optional Electronic Funds Transfer service. It allows you to receive your remittance safely, economically, and within days of your due date. Please direct questions about EFT to the Accounts Payable Division at 704-984-9452.

Purchasing

A Purchase Order or Contract will not be issued to a Vendor until a completed Vendor Information Form and an IRS Form W-9 has been completed. Questions about Purchase Orders should be directed to the Purchasing Division at 704-984-9447.

Statutory Requirements

• See the section of the City Code that applies to FORMAL BIDS G.S. 143-129
• See the section of the City Code that applies to INFORMAL BIDS G.S. 143-131

HUB Participation

The North Carolina Office for Historically Underutilized Businesses (HUB) was established to advocate and promote the elimination of barrier that reduce the participation of HUB firms in the marketplace, and in State government procurement and contracting activities.

The City of Albemarle actively encourages a verifiable 10% HUB participation goal in the “total value of work” where contracts or subcontracts are awarded for opportunities in procurement and construction.

HUB firms must be certified through the HUB Office, Statewide Uniform Certification Program, and listed in their database, to be counted by the City of Albemarle for meeting our 10% HUB participation goal and for reporting purposes.

If you are interested in becoming a Certified HUB firm (or you need to re-certify) follow the link below to learn more.

Learn how to apply for HUB Certification

City Services

The City of Albemarle takes pride in providing the following municipal services:

• Planning and Zoning Services
• Fire and Police Protection
• Parks and Recreation Activities and Facilities
• Public Housing
• Water, Sewer, and Electric Utility Services
• Street Maintenance
• Solid Waste Collection and Disposal

Gifts and Favors from Vendors

It is unlawful for any vendor who has a current contract with the City of Albemarle or has performed under a contract within the past year or anticipates bidding on a contract in the future to give gifts or favors to any employee of the City of Albemarle who is charged with preparing plans, specifications, or estimates for public contracts, awarding or administering such contracts, or inspecting or supervising construction. It is also unlawful for a City employee to willfully receive or accept such gifts or favors.

Read the details in NC General Statute 133-32

Supplier Services

The City of Albemarle uses a modified centralized purchasing process. Suppliers are encouraged to contact the Purchasing Coordinator for an introduction meeting to present the products and services your business offers.

Suppliers are welcome to market their products directly to Departments.

Appointments are strongly encouraged.

Responding to Bids

The Invitation for Bid (IFB), Request for Proposal, (RFP) or Request for Quotation (RFQ), Request for Qualifications (RFQ) provides all the necessary instructions and a complete description of the requirement with specifications and terms and conditions to enable the preparation of a bid or proposal.

Responsibility of Bidders

Prospective suppliers should be financially sound and able to perform fully according to the specifications, delivery requirements, services and other stipulations contained in the Bid at the prices bid.

Bid Requirements

• Vendors are responsible for reading the bid document and understanding its contents. Vendors who have previously submitted bids for the same commodity of service should not presume that the specifications, terms and conditions are the same. We strongly encourage carefully reading of the entire bid document.
• Bids requiring price lists, product literature, or other information must be provided in accordance with the instructions outlined in the bid document.

Bid Delivery

Bids will be received at the address shown in the Bid Document on or before the date and exact time specified. The bid will not be considered if delivered after this time. It is the vendor’s responsibility to make sure that the bid is submitted on time at the proper location

Signatures

All solicitation documents must be properly signed and executed where designated. Failure to properly execute a bid will result in that bid not being considered for award.

Conferences and Site Inspections

Such requirements are intended to supply vendors with valuable information or visual inspection, which can help to ensure completeness and accuracy of contracts.

Terms and Conditions

All solicitation documents are subject to the specified terms and conditions.

Bid Bonds and Deposits

• Formal bids or proposals will not be considered or accepted unless accompanied by a deposit equal to no less than 5% (five percent) of the proposal amount.
• Deposits must be included with the bid and may be provided in cash, cashier’s check, certified check, or a bid bond by a surety licensed in North Carolina.
• The deposit will be retained if the successful bidder fails to execute the contract within 10-days after the award.
• Bid deposits of unsuccessful bidders will be returned following an award of the specific contract.

Purchase Order and Shipment

All purchases of $1000 or more must be authorized through the issuance of a City of Albemarle Purchase Order. All deliveries should be F.O.B. destination, vendor expense.

Invoicing and Payment

• All invoices should be submitted in accordance with the “bill to” instructions included on the purchase order
• Payment terms are normally “net 30 days”
• Applicable sales and use tax should be added to the invoices as a separate line item

Complaints to Vendors

• City Departments are encouraged to directly contact the vendor in an effort to resolve any dissatisfaction with product, warranty or service performance
• When problems are not resolved to the user’s satisfaction, the Department contacts the Purchasing Coordinator who then contacts the vendor immediately to resolve the complaint
• Vendors who do not act responsibly to quickly resolve legitimate complaints may be removed from contracts and / or prohibited from bidding on future contracts with the City of Albemarle

Filing Protests

• All protests must be submitted in writing
• Vendor protests regarding contract awards should be addressed to the Purchasing Coordinator as soon as possible

Contact

For Additional Assistance or Questions, please contact Linda J. Lewis, Purchasing Coordinator.

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