Vendor Information

Notifications & Applications for Vendors

Vendors must register with the Commonwealth of Virginia's eVA system at https://eva.virginia.gov to receive automatic notifications for bids, proposals, addenda, and awards matching their commodity codes. Registration is free, and vendors are responsible for maintaining current contact information. The official solicitation documents, addenda, and project information are those posted on eVA. The County is not responsible for third-party postings of solicitations or related information. Vendors are responsible for checking the eVA website regularly for addenda, as the County does not provide direct notifications of changes to solicitation documents. Pre-bid or pre-proposal meeting sign-in sheets are posted as addenda on eVA. The County does not maintain plan holders lists due to free document downloads.

Vendor Payment Registration and W-9 Tax Form

Vendors must register with the Roanoke County Finance Department at (540) 772-2020 or DAXHelp@roanokecountva.gov for payment processing and to obtain Tax Exemption Certificates (Form ST-12). 

All vendors who are registered in the system for payment of goods and services will be required to complete, sign, and send a W-9 Tax Form (PDF) to the:
County of Roanoke Finance Department
P.O. Box 29800
Roanoke, VA 24018-0798

A signed W-9 form may also be faxed to (540) 561-2826 or scanned and emailed to DAXHelp@roanokecountva.gov. Invoices must include the purchase order or contract number and "ship to" address, submitted in duplicate to the Finance Department. 

The County follows the Virginia Prompt Payment Act (§ 2.2-4347 et seq.) to ensure timely payments, made upon department approval and receipt notification, per the contract terms.

Bidders and Professional Services Information

Formal Bid/Proposal Process: For purchases over $50,000, vendors will receive invitations to submit formal bids or proposals. In most cases, competitive bidding will be utilized. However, when expert knowledge is required to develop specifications or when professional services are sought, competitive negotiating (Request for Proposal / RFP) will be the method of source selection used.

Definition of Professional Services: Professional services are defined in the Roanoke County Procurement Code as work performed by independent contractors in accounting, actuarial services, architecture, land surveying, landscape architecture, law, medicine, optometry, pharmacy, psychiatry, psychology, or professional engineering.

Other Documents of Interest to Vendors

• Download our Vendor Guide (PDF) on how to do business with the County of Roanoke.
• Download our Purchase Order Terms and Conditions (PDF).
• Download our Standard Insurance Guidelines (PDF).
• Download the General Conditions for Submitting a Bid (PDF). In addition, there may be special conditions and requirements within and specific to each bid and/or changes to the general conditions that would supersede the linked documents.
• Download the General Conditions for Submitting a Proposal (PDF). These apply to all RFPs, however there may be special conditions and requirements within and specific to each proposal and/or changes to the general conditions that would supersede the linked documents.

For More Information

If you have any questions, please contact the Purchasing Division at 540-772-2061.