How Do I - Purchases < $5,000

  1. Purchases up to and equal to $4,999.99 require a single quote
    • Unless listed on the “Competitive Soliciting Exception List”
  2. These purchases are not considered “sole source” and thus the sole source requirements do not apply.
  3. Should be processed through the eVA Procurement System ()
    • If a contract is used – include the contract number in the appropriate field in the line details (not just in the comment section)
    • Attach the quote to the eVA requisition. Contact Materiel Management if assistance is needed. If a verbal quote was received, include the name of the individual providing the quote and the date of the quote in the comments section of the eVA requisition.
  4. Small Purchase Charge Card should be used if the vendor accepts the card.
  5. Required Steps – in order of preference (i.e., if “i” does not apply, go to “ii” and so forth)
    1. Mandatory Source
      • Virginia Correctional Enterprises (VCE) is a mandatory contract. Longwood is required to purchase articles and services provided or manufactured by VCE to the maximum degree feasible as specified within legislation or policy. Materiel Management should be contacted when articles or services that VCE provides do not meet the end user’s requirements and are being considered for purchase from another vendor. Materiel Management must request a release from this contract prior to ordering from another vendor (releases are not granted due to price).
    2. Use of a contract is preferred. If the item can be found on one of these contracts, attach the quote received to the eVA requisition, no additional solicitation steps are required (i.e., a quote from a DMBE certified small, woman-owned, or minority-owned business is not required). In order of preference (i.e., use of a Longwood Contract is preferred over a State Contract):
    3. Obtain a quote from a Department of Minority Business Enterprise certified SWAM business. Use http://www.dmbe.virginia.gov/cgi-bin/search.cgi to link to the DMBE website to perform the search. If this quote is deemed fair and reasonable, attach the quote to the eVA requisition, no additional solicitation steps are required.
    4. If the contract and SWAM vendor’s quote is deemed not fair and reasonable, or they cannot meet required delivery dates, etc., document why in the comments section on the eVA requisition (i.e., contract not available, SWAM quote x % higher, cannot meet required delivery, etc.). Obtain a quote from a Non-SWAM vendor. If the Non-SWAM quote is deemed fair and reasonable, attach the quote to the eVA requisition. No additional solicitation steps are required.
Visit
Materiel Management
on www.longwood.edu

Office of Procurement Services

Eason Hall

201 High Street

Farmville, VA 23909

(434) 395-2093

Fax: (434) 395-2246 trs: 711

MaterielManagement@longwood.edu

Surplus Warehouse

Randolph Tobacco Warehouse

3565 West Third Street

Farmville, VA 23901

(434) 395-1093