Small Business Focus: Boost your business with local government contracts | ARLnow.com

This column is sponsored by BizLaunch, a division of Arlington Economic Development.

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 will 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. Through Virginia’s Freedom of Information Act (VFOIA), business owners can also view the results of any previous bids or solicitations and final contracts from past requests.

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 have 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, despite a decentralized purchasing process, departments must follow the Virginia Public Procurement Act (VPPA) and the County’s Purchasing Resolution, found on the Purchasing website.

How Arlington Buys Goods and Services

The dollar value and duration of the order influence how a buyer procures goods and services for amounts of $10,000 to $200,000.

There are the three main ways Arlington purchases goods and services:

• X10,000: 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 greater than $200,000 an RFP process is leveraged. BIDs are advertised for a period of 10 to 21 days, and RFPs are advertised publicly for a minimum of 30 days.

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. Select all the commodity codes applicable to your business when registering for the procurement portal. Doing so will help anyone making purchases in the County find your business.

Before responding to a request, 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. If you have any questions, please reach out to any of the purchasing staff.

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 goal is to find out what we can do better, and we can only find that by speaking with business owners! 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.