Procurement

As a registered supplier, your company information will be stored in Fairfax Water’s supplier registration database. SAP Business Network and Ariba Discovery leverage a variety of mechanisms to ensure suppliers are notified of relevant bid opportunities. See the breakdown of the primary notification methods: 

• Direct Invitations: Buyers can directly invite specific suppliers to participate in bid events. This is often done based on existing relationships, supplier performance, or specific requirements for the project. 
• Public Bid Posting and Search: Buyers post bid opportunities publicly on the platform, making them visible to all registered suppliers. Suppliers can search for bids based on keywords, categories, or other criteria. Suppliers can create saved searches to automatically receive notifications when new bids matching their criteria are posted. 
• Supplier Discovery Profile Matching: Ariba Discovery uses advanced algorithms to match supplier profiles with buyer requirements. When a new bid is posted, the system identifies potential suppliers based on their profile information. 
• Supplier Network Connection Referrals: Suppliers within the network can refer other suppliers to potential bid opportunities. This can be a valuable way to expand supplier reach. 
• Email Alerts: Suppliers can set up email alerts to receive notifications for specific types of bids or when opportunities match their criteria. 
• UNSPSC Codes: Fairfax Water is adopting the United Nations Standard Products and Services Code (UNSPSC) for product and service classification. See link to search for relevant codes.  

Fairfax Water is subject to Virginia Freedom of Information Act (VFOIA). Fairfax Water is only able to protect information which is deemed proprietary and confidential following VAFOIA exemptions during the competitive solicitation process.

Fairfax Water must follow specific criteria when selecting bidders for public contracts. These criteria are outlined in the Virginia Public Procurement Act (VPPA).  

Key Selection Criteria: 

1. Responsiveness: Bidders must fully and completely respond to all requirements outlined in the Invitation for Bid (IFB). This includes meeting specifications, deadlines, and other terms and conditions.  
2. Responsibility: Bidders must demonstrate their ability to perform the contract successfully. This involves factors such as financial stability, experience, and reputation. 
3. Lowest Responsive and Responsible Bid: Generally, the bidder offering the lowest price among all responsive and responsible bidders is awarded the contract.  

Additional Considerations: 

• Best Value: In certain cases, Fairfax Water may consider "best value" when selecting bidders. This means evaluating bids based on factors beyond price, such as quality, performance, and innovation. However, best value is typically limited to goods and nonprofessional services.  
• Emergency Procurements: In emergency situations, Fairfax Water may be able to bypass the competitive bidding process and award contracts on a sole-source basis. However, strict guidelines must be followed to justify such actions.  

Important Note: The specific criteria and procedures may vary depending on the nature of the procurement.

The Virginia Department of Small Business and Supplier Diversity (DSBSD) is responsible for certifying MBEs in the state. To qualify as an MBE in Virginia, a business must meet certain criteria, including: 

• Ownership: A minority individual must own at least 51% of the business.  
• Control: A minority individual must control the day-to-day operations of the business.
• Disadvantage: The minority owner(s) must demonstrate that they face economic disadvantages. 

Virginia's Minority Business Enterprises program is designed to increase opportunities for MBE’s to participate in public procurement contracts.