Purchasing / Bidding Procedures

Bidding Requirements

$0-$5,000: either a contract is used or a minimum 1 SWaM vendor solicited before proceeding

$5,001-$50,000: a contract used or a minimum of 2 SWaM vendors solicited before proceeding

$50,001-$75,000: a contract is used or a minimum of 3 SWaM vendors solicited before proceeding (SWaM solicitations must be documented and attached to eVA orders)

$75,001-$100,000: a contract is used or a minimum of 4 SWaM vendors solicited before proceeding (SWaM solicitations must be documented and attached to eVA orders)

$100,001-$200,000: a contract is used or a minimum of 4 SWaM vendors and 1 non-SWaM vendor solicited before proceeding (Solicitations must be documented and attached to eVA orders)

$200,000+: Must be on an already existing contract or bid out by Procurement Services

Unauthorized Purchases

With the exception of written delegated purchasing authority granted to Longwood departments for goods or services, Longwood Office of Procurement Services has the sole authority and responsibility to obligate Longwood University for the purchase of goods or services.  Failure to comply with this policy may result in loss of departmental procurement authority.

In addition, the individual making the purchase may be held personally and legally responsible for the financial commitment when the procurement is not in accordance with the Virginia Public Procurement Act and/or other state policies/procedures.

Exceptions to Competitive Procurement

Take immediate action if required to protect personal safety or property. Other emergencies, seek competition to the extent practicable. Requires written determination signed in advance by the Vice President for Administration and Finance

• Emergency Procurement Justification (pdf)

Sole Source

Over $5,000, a written quotation must be obtained from the vendor. Requires written justification approved in advance by the Vice President for Administration and Finance. Longwood University has the delegated authority to make contract awards after appropriate approval. Purchase using noncompetitive negotiation.