Purchasing Goods

Faculty/Staff Procedures for Purchasing Goods

Goods and Materials up to $4,999.99

Obtain one (1) quote from a DMBE-certified SWaM vendor, if available.  If the price is not fair and reasonable, obtain at least one (1) additional quote from a DMBE-certified SWaM vendor, if available.  Price must include shipping charges.  The VISA Small Purchase Charge Card shall be used for purchases up to $4,999.99, if accepted by the vendor.  Prior to calling vendors and requesting a quote, you should determine if the item(s) are on a State contract, VASCUPP cooperative contract or must be purchased from a mandatory source.  If purchasing item(s) from a State contract, VASCUPP cooperative contract or a mandatory source, you must reference the contract number on the Purchase Order. If purchasing from a VASCUPP contract, the reason(s) for using the contract must be noted in the comments section of the eVA order. You will find links to a listing of State Contracts and VASCUPP Contracts under Term Contracts and Mandatory Sources on the Materiel Management and Purchasing website or you can call the Materiel Management and Purchasing Office.

Goods and Materials between $5,000 - $49,999.99

Obtain one (1) quote from a DMBE-certified SWaM vendor, if available.  No additional quotes are required when a DMBE-certified SWaM vendor is used and the price is determined to be fair and reasonable.  If the DMBE-certified SWaM vendor price is determined not to be fair and reasonable, obtain two (2) additional quotes; one (1) from a DMBE-certified SWaM vendor, if available and one (1) from a non-SWaM vendor, by telephone, in writing, eVA Quick Quote, or by informal on-site bidding.  Materiel Management and Purchasing will prepare the DO on behalf of the end user.  The end user will receive the order in eVA and forward the receiving report to Accounts Payable for payment.

Goods and Materials $50,000 and over

Competitive sealed bid/proposal process is required using one of the following methods, unless an exception:

• Invitation for Bids (IFB)
  • Bids will be solicited from not less than six (6) sources.  Solicitations will include a minimum of four (4) DMBE-certified SWaM businesses, if available.  IFB's will be advertised in eVA and on the Materiel Management website.  Sealed bids will be opened and read aloud at a public bid opening.  When appropriate, a Notice of Award or Notice of Intent to Award will be publicly posted for 10 days after the applicable decision has been made.
• Request for Proposals (RFP)
  • Proposals will be solicited from not less than six (6) sources.  Solicitations will include a minimum of four (4) DMBE-certified SWaM businesses, if available.  RFP's will be advertised in the Richmond Times-Dispatch, eVA and the Materiel Management website.  Sealed proposals are not opened in public.  When appropriate, a Notice of Award or Notice of Intent to Award will be publicly posted for 10 days after the applicable decision has been made.

NOTE:  All procurement of goods and materials $50,000 and over shall be conducted by the Materiel Management and Purchasing Office, unless purchase is from a State contract, VASCUPP contract or a mandatory source contract.