Frequently Asked Questions

Products

1. How can I get SDS sheets?
SDS sheets can be printed from the VDC Catalog (https://shopvdc.dgs.virginia.gov) by clicking on the symbol associated with the item number.

2. How do I get the VDC to stock a new item?
Contact the VDC by email at VDCCustomerCare@dgs.virginia.gov or attend one of the VDC Customer Meetings to discuss potential new items. All customers are welcome to attend these meetings. Please see the VDC News page for meeting dates.

3. How can I find out the price of an item?
Please go to the VDC Catalog (https://shopvdc.dgs.virginia.gov) to view detailed item descriptions and up-to-date prices. The VDC does not issue price quotes. Item pricing is as stated in the VDC catalog at the time your requisition is fully approved and submitted to the VDC as a purchase order.

4. How do I find out how a product is packed?
Please go to the VDC Catalog (https://shopvdc.dgs.virginia.gov) to view detailed item descriptions and up-to-date prices.

5. Why do product brands change?
The majority of VDC commodities are purchased under long-term contracts. This provides a consistent product and brand over the length of the contract. When contracts are rebid, they can be awarded to different vendors with potentially different product brands. The items that are not purchased on long-term contracts are purchased using general product specifications. These are items, especially food products, which have a price-volatile nature and vendors are not willing to guarantee a consistent low price over a long term. Those items may change brands, but the products will meet the same performance standards.

6. Does VDC buy graded products?
Many of the food products that the VDC buys are USDA graded to ensure that quality meets specifications.

7. Why is the invoice price for an item different than it was when I placed the order?
The VDC constantly monitors the marketplace for quality goods at great prices. Sometimes prices change as new spot purchases and contracts are negotiated. The price is determined by the most current purchase cost of each item at the time that your order is submitted and fully approved.

8. Can I order paints that are not listed in the VDC catalog?
Yes. The VDC keeps an inventory on hand of certain paint colors, which are called stock colors. Colors other than VDC stock colors can be ordered and shipped to the customer. These special orders require a minimum purchase of 24 gallons in the 4/1 gallon cases (6 cases) or 25 gallons in the 5 gallon pails (5 pails). This includes specialty paints, such as Direct to Metal (DTM), epoxies, and odor free water-based paints. Please contact our Customer Service Team at 804-328-3232 ext. 0 or VDCCustomerCare@dgs.virginia.gov to place a special order for any paint color not listed in the VDC Catalog.

Non-stock colors in quantities less than the special order minimums above can be processed directly by a Sherwin Williams retail location closest to the customer with VDC approval. The contractor will supply the paint at a substantial discount from the regular list price. Individual pricing varies per color formulation and finish.

9. Does the VDC sell the Virginia and United States flag?
Yes, the VDC sells the Virginia and United States flag for both indoor and outdoor usage, in sizes 3' X 5', 4' X 6', 5' X 8', and 6' X 10' along with the necessary accessories for correct indoor display. The VDC also sells the POW/MIA flag. Use the keyword "FLAG" to search the VDC Catalog for a complete listing of these items.

Returns

Products cannot be returned after 60 days of delivery.

Items identified as “Special Purchase” inventory are not returnable. These items are identified with “S” as the first digit in the catalog number. All sales on these items are final.

Special color/formulation paints cannot be returned.

To qualify for return, all products require a Return Authorization (RA) Number issued by the VDC prior to being returned, must be 100% complete, in the same condition as when sold, and in the original packaging as provided by the manufacturer. Returning items without prior authorization is not permitted. Products must be free from damage of any type, including, but not limited to dents, scratches, cracks, abuse, defacement or indication of removed seals.

Return items which were shipped via VDC carrier will be picked up and returned to the VDC concurrently with the next scheduled VDC carrier delivery to the shipped location. Expedited return procedures are available with applicable charges to the agency.

A standard 10% restocking fee will apply to returns due to ordering errors or for duplicate order shipments due to multiple order submissions to the VDC. The customer is responsible for any return UPS/FEDEX shipping fees, if applicable.

Please make sure you verify all specifications and compatibility before purchasing and ensure that only one purchase requisition is submitted to the VDC for processing.

A credit memo referencing the original invoice number will be issued after a Quality Assurance inspection for any approved returns.

Replacement Items

For items ordered in error, please create a new requisition for the correct item.

The VDC does not automatically create back orders. If a product is shorted, please create a new requisition.

Payments

Invoices are included with the delivery. In addition, invoices are also emailed to the billing address we have for you on file. If you are not receiving an invoice by email, please contact VDCCustomerCare@dgs.virginia.gov.

Account statements are emailed monthly to the billing address we have for you on file. If you have a question concerning a statement, please contact VDCCustomerCare@dgs.virginia.gov.

To make a SPCC payment, please contact the DGS Fiscal Office at 804-786-0447.

Dispensers for the products listed are provided free of charge from the Virginia Distribution Center (VDC) for customers who purchase these cleansers and/or sanitizers from us.