FAQ - Under $5,000 Purchases

Is it okay to put the order in eVA after I have received the product/service?

No, all transactions for goods and/or services must be created in eVA and a purchase order number generated before the order is placed with the vendor (confirmation orders should be the exception and properly documented in the eVA order comments section). The approval flow in eVA ensures/documents that all procurements are properly authorized and approved before the order is placed.

Why do I have to attach the written quote to the eVA order?

The quote serves as documentation of the vendors pricing. The department buyer should compare the quote to the contract (if applicable) to ensure that the vendor’s prices agree to the contract pricing. This comparison should also be performed if a verbal quote was received. Materiel Management will also perform spot audits to verify that the quote agrees to the contract pricing.

I contacted a DMBE certified SWaM vendor and they were unable to provide the items that I needed. Do I need to document this on the eVA order?

Yes, you do need to document your efforts on the eVA order in the comments section. Note that a DMBE certified SWaM vendor was contacted and that they did not provide the items needed, could not meet delivery date, price unreasonable, etc. Maintain the details of the discussion with the vendor with your procurement file.

The item that I need is on a contract, do I still need to get a quote from a SWaM vendor?

No, if the item that you need is on a contract (Longwood, State, VASCUPP or GSA) then you do not need to obtain a SWaM quote. The reason for this is that SWaM businesses had the opportunity to participate in these solicitations, i.e., contracts are competitively procured.

What is fair and reasonable?

The textbook definition reads “the price that a prudent and competent buyer would be willing to pay given available knowledge of the market conditions”. A determination of whether a quote is fair and reasonable involves judgment and various factors including market conditions; general economic conditions; supply and demand; etc. Price reasonableness should be based on information such as:

• Previous prices paid for the same or similar items purchased competitively; or
• Knowledge of the supply or service gained from published prices in catalogs, newspapers and other sources of market information

The DMBE SWaM vendor quote is higher than the Non-SWaM vendor quote, am I required to purchase from the SWaM vendor?

No, you are not required to purchase from a SWaM vendor if their price is not determined to be fair and reasonable. Please note insignificant price differences (for example 3% or less), would not render a SWaM vendor price unfair and unreasonable.

I received a quote from a SWaM vendor that was lower than the Non-SWaM vendor but I have not been happy with the service/product provided by the SWaM vendor, am I required to purchase from the SWaM vendor?

Materiel Management should be notified immediately whenever you have a vendor complaint.