Small Business Focus: Boost Your Business with Local Contracts
August 14, 2024 | By Alex Held
A common question from businesses, both large and small, is: "How can I do business with Arlington?" For companies with a few years of experience, working with local governments is a great way to expand their customer base while serving their community. In this month’s “Small Business Focus,” we’ll break down the process to help you succeed in local government procurement.
Do Your Homework
Before you start selling to the local government, doing your homework is essential. Arlington is one of the most transparent clients, with many procurement opportunities and purchasing decisions publicly accessible. You can find these in our Capital Improvement Plan (CIP), annual budget, regular board meeting minutes and comprehensive master plans. In April, the Arlington County Board approved a balanced budget of $1.65 billion for fiscal year 2025, which began on July 1, 2024, and will end on June 30, 2025.
Understanding Arlington’s Purchasing Process
After you’ve done your homework, it’s important to understand how Arlington makes purchasing decisions. Arlington uses a decentralized purchasing process where each department handles its own procurement, supported by the Purchasing Division. This means each department, knowing its needs throughout the year, can make individual purchasing decisions. However, all departments must follow Virginia procurement laws.
How Arlington Buys Goods and Services
The dollar value and duration of the order influence the procurement method. Here are the three main ways Arlington purchases goods and services:
- Purchases up to $10,000: For one-time purchases of goods or services that are $10,000 or less within a fiscal year, the County doesn’t need to go through a public process. Purchasing agents can solicit bids from at least two competitors and choose the best fit.
- Small Purchase Negotiations: Used for purchases greater than $10,000 but less than $200,000. These are advertised publicly for at least three days.
- An Invitation to Bid (ITB) or Request for Proposal (RFP): For purchases over $200,000, RFPs are publicly advertised for at least 10 days, with the opening date typically set 21 days from the posting date.
Getting Started
Ready to secure a portion of the County’s $1.65 billion budget for your small business? Start by registering for Arlington’s procurement database. As of August 1, 2024, Arlington uses a system called PRISM+. New suppliers can register and existing suppliers can use the new Supplier Portal to do business with Arlington and update their business records. When registering, make sure to select all the commodity codes relevant to your business so purchasing agents can find you.
Before responding to RFPs, ensure that your business meets the County’s procurement guidelines, such as having a business license, being in good standing with the Virginia SCC, complying with the Living Wage Policy, cybersecurity standards and more. These requirements will be listed in the RFP or Small Purchase Negotiations and in Arlington’s Purchasing Resolution.
Upcoming Initiatives
Arlington’s Purchasing Division is also conducting a Disparity Study to determine the effects of race, ethnicity, or gender on a business’s ability to secure contracts in Arlington County. The County is asking businesses to share their experiences through an online survey about winning or bidding on contracts/subcontracts in Arlington County. For more information, please visit the Disparity Study link.
BizLaunch Support
Whether you are exploring federal, state or local procurement opportunities, BizLaunch is here to help. Sign up for a BizLaunch consultation today or visit BizLaunch to learn more.