Procurement
Procurement at Fairfax Water has transitioned to PurePro, offering a seamless and modernized purchasing experience.
Improving Supplier Partnerships with PurePro
Fairfax Water is implementing a new system called PurePro through SAP Ariba to manage how we find and work with suppliers. This new system will make it easier for us to bring new suppliers on board and streamline the paperwork involved in procuring goods and/or services. Our goal is to have PurePro Supplier Self-Service and Electronic Bidding operational by the end of 2024.
Transitioning to Fairfax Water's new PurePro SAP Ariba-powered procurement system is seamless. We are committed to guiding you through every step, offering comprehensive support, including instructional videos, reference guides, and personalized email and phone assistance. By adopting this advanced system, suppliers will benefit from streamlined sourcing, enhanced supplier lifecycle management, and efficient contract management. This collaborative approach will foster stronger partnerships, improve operational efficiency, and deliver superior service to our customers.
Frequently Asked Questions (FAQ)
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SAP Business Network Basics
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What is the SAP Business Network (SBN) and Ariba Discovery?
SAP Business Network and Ariba Discovery are interconnected platforms designed to streamline public procurement processes. While both serve as digital marketplaces for buyers and suppliers, they have distinct roles.
SAP Business Network is a comprehensive platform that encompasses various aspects of the procurement lifecycle, including sourcing, contracting, and invoice management. It provides a central hub for buyers and suppliers to collaborate, manage transactions, and gain insights into their supply chains.
Ariba Discovery is a specialized tool within the SAP Business Network that focuses specifically on supplier discovery and sourcing. It facilitates the initial connection between buyers and suppliers by allowing buyers to post public procurement opportunities, notify suppliers of the opportunity based on commodity and service codes, and allows suppliers to search for relevant matches.
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Why should we, as a supplier, participate in the SAP Business Network?
Participation in the SAP Business Network allows your company to do business with Fairfax Water. In addition, there are a variety of benefits to suppliers who sign up on the SAP Business Network including:
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Collaborate immediately with all trading partners
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Turn paper into efficient electronic transactions
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Catch errors and correct them before they ever go to the customer
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Track invoice and payment status online in real time and accelerate receivables
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See potential opportunities in the market and could trade globally
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Is participation in the SAP Business Network optional for suppliers of Fairfax Water? Is there a fee for suppliers to participate on the SAP Business Network?
There is NO COST TO JOIN the SAP Business Network. Registration on the SAP Business Network is mandatory for all suppliers who are awarded business by Fairfax Water and intend to transact on goods and services. This means you can start leveraging the network's benefits without any financial commitment.
Not a member? Join today. Already a member? Sign in.
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What are the security measures in place to protect my data?
SAP Ariba employs robust security measures, including data encryption, access controls and regular audits to protect your sensitive information.
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How do suppliers get set up on the SAP Business Network to transact with Fairfax Water?
When your company is awarded business with Fairfax Water, you will receive an email with a link to access the landing page where you can log in or sign up as a new user on the SAP Business Network. Once logged in, you will have access to complete the Fairfax Water Supplier Registration Questionnaire, where you will provide all the information that Fairfax Water needs to get your company set-up to transact. After this is submitted, you will receive communications and instructions on next steps from the Fairfax Water Supplier Enablement Team. Throughout this process, you may also receive communication directly from SAP Ariba.
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For suppliers that do not currently transact with Fairfax Water, but we wish to be considered for future business, is there an option to self-register?
Yes. Potential suppliers can use our self-service request form to provide basic details about your company. If approved, our Procurement team will have visibility to your information and the ability to send invitations to participate in Sourcing RFx Events as appropriate.
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Can suppliers update the information provided on the registration questionnaire (such as company name, address, bank account details, etc.) via self-service?
Yes. Suppliers can update their own information on an as-needed basis. To do so, open the questionnaire via your SAP Business Network account, enter the revised responses as appropriate and submit the revised version to Fairfax Water. Fairfax Water also encourages all suppliers to review their information on a periodic basis to verify all is accurate.
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How can I get support or training for using SAP Ariba and Ariba Discovery?
Most Ariba platforms offer online resources, documentation, and customer support to assist suppliers in learning and using the platform effectively. However, Fairfax Water will provide some guidance material and training videos on our Procurement page.
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Bidding Process
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How is my company notified of bid opportunities?
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:
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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.
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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.
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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.
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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.
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Email Alerts: Suppliers can set up email alerts to receive notifications for specific types of bids or when opportunities match their criteria.
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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.
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Does Fairfax Water share my bid information?
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.
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How does Fairfax Water select bidders?
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:
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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.
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Responsibility: Bidders must demonstrate their ability to perform the contract successfully. This involves factors such as financial stability, experience, and reputation.
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Lowest Responsive and Responsible Bid: Generally, the bidder offering the lowest price among all responsive and responsible bidders is awarded the contract.
Additional Considerations:
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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.
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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..
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How does Fairfax Water determine who qualifies as a Minority Business Enterprises (MBEs)?
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:
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Ownership: A minority individual must own at least 51% of the business.
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Control: A minority individual must control the day-to-day operations of the business.
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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.
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Accounts Payable
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Is Fairfax Water tax exempt?
Yes, Fairfax Water is tax exempt. Please ensure that your invoices reflect this status.
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What are the payment terms for Fairfax Water?
Our standard payment terms are net 30 days. However, we may pay net 2/10 net 30 or 1/20 net 30 if the supplier offers a discount. We prefer to take advantage of discounts whenever possible.
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Are Purchase Orders (POs) required for invoices?
Yes, we require purchase orders for all invoices. Please ensure that the invoice number matches the corresponding PO number.
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What are the acceptable payment methods for Fairfax Water?
We only pay by check or P-card. Checks are processed every Thursday.
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What is the requirement for vendor addresses and tax information?
The address on your vendor invoice must match the address on your W-9 which will be the address we use in our Ariba system. Additionally, we require a completed W-9 form from all vendors.
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Do you pay in foreign currency?
No, we only pay in USD currency. Please ensure that your invoices are issued in USD.
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What should I do if I have a dispute or query regarding an invoice?
If you have a dispute or query regarding an invoice, please contact our accounts payable department promptly. We will work with you to resolve the issue.