The Alexandria Sanitation Authority is an autonomous municipal entity within the Commonwealth of Virginia created to treat wastewater for the City of Alexandria and part of Fairfax County. As such, it has its own Purchasing Department.

Welcome to the ALEXANDRIA SANITATION AUTHORITY

This vendor's guide has been prepared to acquaint you with the policies and procedures of the Alexandria Sanitation Authority relative to its Purchasing Department, e.g. the purchase, receipt, storage and sale of goods and services.

Relationship Between the Authority and the City of Alexandria
Though there are political ties and obligations between the Authority and the City of Alexandria , the Authority operates autonomously.

Purchasing's Role
The Authority Purchasing Department is responsible for the acquisition, distribution, and disposal of all goods, services, equipment and construction, for the plant-site, pumping stations, and interceptors. As such, we have a more specialized area of concern than a Municipal Government, though we are of the same classification.

We strive to acquire the quality, quantity, and delivery required by our various divisions, at the lowest overall cost to the Authority.

The Authority's Purchasing operation is totally centralized and it is important that Purchasing be your first point of contact when calling upon or dealing with the Authority. We will arrange for further contact, or give you the information necessary to make further contact within the Authority as may be appropriate. ONLY PURCHASING PERSONNEL MAY ISSUE PURCHASE ORDERS.

Appointments
Sales appointments are held Monday through Friday, from 8:00 A.M. - 3:00 P.M. Though not required, appointments are preferable to assure the availability of a staff member, and to facilitate the vendor's minimum time loss.

All visitors to the plant site require a temporary parking permit, if they are to be on the plant for one hour or more. This is part of the Authority's on-going "Drug Free Environment” policy.

Vendor-Provided Information
Provision of business cards, line cards, catalogs, and price lists is encouraged. A cross-referenced Library of vendor/product information is maintained by the Purchasing Department. A constantly updated reference list of companies and/or information is available from our Library. Staff seek needed information and check out brochures, pamphlets, and books.

Vendor/Bid Lists
The Purchasing Department maintains a computer listing of all registered prospective vendors and bidders, classified by commodities and/or service. You may be included by completing the two-step Bidder/Vendor application process with this office.

The first step will include an explanation of the process, the initial Class List, and instructions regarding the procedures of the second step, which included the application itself.

The commodity codes used are those of the Nat'l Institute of Governmental Purchasing. Because of the specialization of our needs, many of the general and specific codes have been eliminated from the listing we provide to prospective vendors. Vendors who fail to complete the second step are not automatically pulled when requirements arise for various purchases. We must also point out, that inclusion under any particular commodity code only assures a vendor that his/her company will be sent a public notice on bids and proposals. No guarantee is made to include every vendor in quotations, nor rotate use of vendors for all small purchases.

Upon receipt of your application and responses to both steps of our process, your company will remain on our bid list until: 1.) You ask to be removed; 2.) You do not respond to three or more bids or formal quotations; 3.) You fail to perform under the terms of a contract. Vendors may be required to fill out W-9 forms, if appropriate.

Quotations
Verbal or written quotations may be required for any item(s) or service under $30,000. Generally written quotations are solicited for items over $5,000, when time allows. Between $30,000 and $50,000, quotations are necessary, unless justified as Sole Source or Emergency.

Because of the public health and safety nature of our installation, telephone quotations are often necessary to maintain operation. By responding to telephone inquiries and written quotations in a timely manner, you will help us to respond more efficiently to the needs of our divisions. Written quotations are often solicited via facsimile. Section Supervisors may request estimated prices from vendors; however, if a vendor responds in writing, it MUST be directed to PURCHASING.

Formal Sealed Bids
In most cases, Formal Sealed Bids are required for any item or service whose price is anticipated to exceed $50,000. Sole Source and Emergency purchases are exempt from this procedure, though both types of purchases are posted on the bulletin board located in the 1st floor lobby of the Administrative/Lab Building, with supporting documents in the Purchasing Office.

Bids must be submitted in accordance with the terms of the particular Invitation to Bid. Bid openings are held at the time and date specified on each Invitation. Under no circumstances will the Authority accept bids after the date and time specified. Bids are publicly opened and read aloud at the time specified. Vendors are encouraged to attend bid openings. NO COPIES of competitive bids will be made.

Unless otherwise specified, bid awards will be made within sixty (60) days after the opening. All bidders will be notified to whom the award is made; however, a recap of the bids will not necessarily accompany this letter, which may be sent via fax or email. Bidders are responsible for securing the appropriate figures at the opening, or by appearing in the Purchasing Office to inspect the bids within 60 days of the award. It is not incumbent upon the Purchasing staff to recap any bid results via telephone.

Formal Notification to unsuccessful vendors of quotations is not normally made.

Rapid payment/cash discounts are not considered in the analysis of bids, since they may or may not be exercised at time of payment. They may, however, be used to decide a tie bid situation.

All Public Notices regarding bids and Requests for Proposals (RFP's) are posted on the aforementioned bulletin board. The Authority mails invitations to known vendors. RFP's are advertised in the Journal Newspaper, and sometimes in larger newspapers or trade publications.

Purchase Authorization
All purchases made on behalf of the Authority in excess of $25 must be supported by an authorized Purchase Order, the number of which consists of 8 digits, zero-filled. This number must appear on all documentation. Exceptions are purchases made with appropriate ASA credit cards. Unsolicited orders will not be honored.

Taxes
The Alexandria Sanitation Authority is exempt from Federal Excise and State Sales taxes. State exemption certificates (ST-12), and Federal exemption number will be provided by the Purchasing Department upon request. There is no Sales Tax Exemption Number! Special exemptions may apply to specific projects and are discussed with the successful contractor.

Delivery of Goods
Unless otherwise noted, all goods are delivered to the Warehouse, which is administered by the Purchasing Department. Deliveries of goods, other than chemicals and laboratory supplies, are received between the hours of 7:00 A.M. and 2:30 P.M., Monday through Friday.

All shipping charges must be prepaid by the vendor. NO C.O.D. orders are accepted. Other pertinent regulations are stated on the reverse side of the Purchase Order and apply to all purchases and deliveries.

The Authority's shipping address is:

Alexandria Sanitation Authority
1500 Eisenhower Avenue
Alexandria , Virginia 22314

The above address is for parcels and hand deliveries ONLY. No standard postal services should be directed to the street address. See below instructions for invoices and other mail.

All shipments must be accompanied by appropriate packing slips containing the Name of the Shipper, the Exact Contents of the shipment, and the Purchase Order Number. If items are to be shipped from a company or manufacturer other than the one to which the P.O. was issued, it is imperative that this information be included, or the shipment may be refused. ALL BACKORDERS MUST BE SO MARKED.

 All Chemicals or products containing Chemicals not previously purchased by the Authority must be shipped with current Material Safety Data Sheets.

Invoices/Payments
All invoices must be addressed to the Authority's mailing address:

Alexandria Sanitation Authority
1500 Eisenhower Avenue
Alexandria , Virginia 22314

They must indicate the department or user ordering the material and the Purchase Order Number.

Rapid payment discounts are encouraged and usually exercised by the Authority.

The packing slips and/or delivery receipts noting the appropriate P. O. Number which must accompany every delivery will be used to verify invoices.

Samples
Samples may be requested by the Authority for the purpose of product evaluation. All samples should be submitted to the Purchasing Dept. unless otherwise specified, clearly marked "SAMPLE" and, if applicable, clearly labeled with complete instructions for use. It is understood that samples will be provided at no charge and must be supplied and removed at the vendor's expense, as specifically arranged at the time of request. They must be removed within thirty (30) calendar days after notice to do so. Otherwise they become the property of the Authority and are subject to disposal or use as such.

Bonds
Normally, bid and performance and payment bonds are required for only construction-related contracts. When required, bid bonds are to equal 5 percent (5%) of the total bid while performance and payment bonds are in the amount of one hundred percent (100%) of the total amount of the award.

Performance bonds may be required in other unusual circumstances. Bid documents will contain all applicable particulars.

Protest of Bid Award
Any bidder or offeror may protest the award or decision to award a contract by submitting such protest in writing to the Purchasing Agent, no later than 10 days after the award or announcement of the decision to award, whichever occurs first.

Said protest shall be handled as set forth in Authority regulations on protest of award in accordance with § 2.2-4360 of the Code of Virginia.

Americans with Disabilities Act
Vendors requiring "reasonable accommodation" under the ADA for on-sites, or bid openings may request such as may be necessary by contacting the Purchasing Office in advance.

Regulations and Ethics in Public Contracting
All business transactions with the Authority are governed by, but not limited to the provisions of the law contained in the Virginia Public Procurement Act, Chapter 43, of the Code of Virginia, § 2.2-4300 et seq., as adopted by the Authority; the Virginia Conflict of Interests Act, § 2.2-3100 et seq., Virginia Freedom of Information Act § 2.2-3700; the Americans with Disabilities Act; and other portions of the VA Code as applicable.

You may contact Purchasing at:
Phone: 703-549-4904
Fax: 703-549-9671