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Purchasing / Bidding Procedures

Bidding Requirements

Individual Departments:

$0-$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. The Small Purchase Charge Card shall be used for purchases up to $4,999.99, if accepted by the vendor.

Materiel Management Office:

$0-$49,999.99

For purchases where the estimated cost of the materials, supplies or non- professional services (does not apply to bidding for professional services) is less than $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.

$50,000 and over, Invitation for Bids (IFB)  

For purchases expected to exceed $50,000, competitive sealed bidding is required. 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.

$50,000 and over, Request for Proposals (RFP) 

For purchases expected to exceed $50,000, competitive sealed proposals, resulting in competitive negotiations is required. 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 on 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.

 

Unauthorized Purchases

With the exception of written delegated purchasing authority granted to Longwood departments for goods or services, Longwood Materiel Management and Purchasing 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

Emergency

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

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.

Used Equipment up to $50,000

Previously owned and used, offered for sale "where is, as is," does not include demonstration or factory rebuilt items marketed through distribution outlets, may be negotiated for up to the purchaser's delegated authority. Competition not required.

Public posting is required for all solicitations and awards exceeding $50,000.

 

Purchase Order Changes

Change orders for DO's processed in eVA are required to be made in eVA.  This shall be done by the end user processing the change order using the change module in eVA.

 

Proprietary Purchases

The determination for the use of proprietary purchasing procedures shall be made in advance, in writing, and be included in the procurement file.