Frederick County
Home MenuPurchasing FAQs
- Bidders List - Register with eVA to receive formal solicitation notices (see Bidder Registration).
Vendor Registration - Register with Frederick County when/if payment is necessary.
For more information, contact Missi Neal in the Finance Department.
Informal Procurement
- Purchases between $10,000 and $99,999 - The use of eVA shall be utilized for Request for Quotes (Quick Quotes), Unsealed Bids, and Unsealed Proposals. Merchants should make contact and establish relationship directly with department. Click here for county department directory.
Formal Procurement- Goods and Non-Professional Services - Purchases expected to be $100,000 or more - Invitation for Bid (IFB) or Request for Proposal (RFP) required.
- Professional Services - Purchases expected to be $80,000 or more - Request for Proposal (RFP) required.
All notices posted are on eVA at least 10 days prior to the due date (see Bidder Registration).
For more information, contact Missi Neal, Purchasing Manager in the Finance Department.
- There is extensive information available on-line, including step-by-step instructions for obtaining a license. For complete business license information click here.
- Owner(s) name(s)
- Trade name (Fictitious name filing may be required)
- Type of Business Entity
- Name and title of all member of the Business Entity (e.g., officers, partners etc.)
- Physical address
- Contact information including: mailing address, email address, phone no., etc.
- SSN or EIN
- Estimated gross receipts for the first year
- Category of Business
- Date business is starting
- Approved zoning review form
- Additional forms are required for contractors
For complete business license information click here.
- An application is available on-line for completion and submission here.
- Printable forms can be downloaded from our website and faxed, mailed, or emailed.
- Come to the Commissioner of the Revenue's office at 107 North Kent St Winchester VA.
- A business license can be obtained in the same day, if all documents are presented fully completed and payment is made.
Gross receipts under $100,000 are assessed a flat rate.
- $4000 - $14,999 gross receipts: $30.00 fixed fee
- $15,000 - $99,999 gross receipts: $50.00 fixed fee
Gross Receipts of $100,000 or more:
- Retail: 20¢ per $100
- Contractor: 16¢ per $100
- Service: 36¢ per $100
- Professional Service: 58¢ per $100
- Wholesale: 5¢ per $100 (Based on gross purchases)
- Additional flat rates for specific categories
- We prefer that you file online at www.fcva.us/biztax. It's quick as a click! Business Licenses must be renewed by March 1 and paid for by April 1.
- A "short-term rental property tax" is imposed on persons engaged in a short-term rental property business. All those engaged in the business of renting daily rental property are categorized as retail merchants for purposes of a business license tax in Frederick County. A "manufacturer / machinery and tools tax" is imposed on all tangible personal property owned, leased, rented, or borrowed, which was used or available for use in manufacturing which was located in Frederick County as of January 1 of any year. The deadline for filing an annual M&T tax return (Form 762M) is March 1st each year. A "processor tax" is imposed on all tangible personal property owned, leased, rented, or borrowed, which was used or available for use in processing which was located in Frederick County as of January 1 of any year. The deadline for filing an annual Processor tax return (Form 762P) is March 1st each year. See our website for more information regarding these taxes.
- No; there is no formal process. However, any contractual dispute concerning a question of fact as a result of a contract with the County which is not disposed of by agreement shall be decided by the County Administrator, who shall reduce a decision to writing and mail or otherwise forward a copy to the Contractor within ninety (90) days. The decision of the County Administrator shall be final and conclusive unless the Contractor appeals within six (6) months of the date of the final written decision by instituting legal action as provided in the Code of Virginia. A Contractor may not institute legal action, prior to receipt of the County Administrator’s decision on the claim, unless the County fails to render such decision within the time specified.
When competitive negotiation is the method of procurement, the following factors may be considered in determining the most qualified firm or individual:
- Any special qualifications or requirements set forth in the proposal documents.
- Qualifications of the project manager and project teams.
- Overall qualifications and experience of the firm and any subcontractors.
- Quality of the proposal and its responsiveness to the request.
- The sufficiency of financial resources and ability of the bidder to perform the contract to provide the services.
- Financial ability of the firm to perform future maintenance and service.
- Cost estimates (which may or may not be required at the time of submission of the proposal, depending upon the circumstances).
The following factors may be considered, in addition to price, when determining the lowest responsible bidder and the responsiveness of the bid:
- The ability, capacity, and skill of the bidder to perform the contract.
- Whether the bidder can perform the contract or provide the service promptly, or within the time specified.
- The character, integrity, reputation, judgment, experience, and efficiency of the bidder.
- The quality of performance of previous contracts or services.
- The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service.
- The sufficiency of financial resources and ability of the bidder to perform the contract or provide the service.
- The quality, availability and adaptability of the goods or services to the particular use required.
- The ability of the bidder to perform future maintenance and service for use of the subject of the contract.
- The number and scope of conditions attached to the bid.
- Any other condition or criteria included in the request for bids or instructions for bidders.
$0 up to $4,999.99 Competition is not required, although it is strongly encouraged. $5,000 - $9,999.99 ONE (1) written quote required.
$10,000 - $99,999.99
Goods & Non-Professional Services
$10,000 - $79,999.99
Professional Services
(Purchase Order Required)
The use of eVA is required to publicly post Requests for Quotes, Unsealed Bids, Unsealed Proposals., etc.
In lieu of eVA, a rideable or cooperative contract is permitted.$100,000+
Goods & Non-Professional Services
IFB - Invitation for Bids
$80,000+
Professional Services
RFP - Request for Proposals
(Purchase Order Required)
Formally advertised solicitation procedures required (IFB/RFP). Contact Missi Neal, Purchasing Manager for further guidance. - FCVA identifies Small purchases as those purchases that are under $10,000 where vendors are easy to identify and Departments are able to manage the procurement process internally. Quotes, Purchase Orders and/or Single Term Contracts may be required.
- FCVA requires purchases between $10,000 and $99,999 (Goods and Non-Professional Services) or $79,999 (Professional Services) to be competitively solicited through the use of Requests for Quotes, Quick Quotes, Unsealed Bids, or Unsealed Proposals.
- Purchases expected to exceed $100,000 (Goods & Non-Professional Services) or $80,000 (Professional Services) are formally solicited through either an Invitation for Bid or a Request for Proposal, which shall be posted on eVA a minimum of 10-days. Per the Virginia Public Procurement Act, Professional Services are: accounting, actuarial services, architecture, dentistry, land surveying, landscape architecture, law, medicine, optometry, pharmacy, or professional engineering.