Faculty/Staff Procedures for Purchasing Nonprofessional Services

Prior to procuring services, faculty/staff must check the contract lists to determine if the service required is currently on a State contract, VASCUPP cooperative contract or a University contract.

 

Services costing up to $4,999.99

Services costing up to $4,999.99 require one (1) quote from a DMBE-certified SWaM vendor, if available.  If the price received from a DMBE-certified SWaM vendor is not fair and reasonable, then obtain at least one (1) additional quote either from a DMBE-certified SWaM vendor, if available or from a non-SWaM vendor.  The Small Purchase Charge Card shall be used for purchases up to $4,999.99, if accepted by the vendor.

Services costing between $5,000 - $49,999.99

Services costing between $5,000 and $49,999.99 (does not apply to bidding for professional services), 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.

Services costing $50,000 and over

Services costing $50,000 and over require solicitation by one of the following methods, unless an exception:

Invitation for Bids (IFB):

Bids will be solicited from not less than six 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 for services $5,000 and over shall be conducted by the Materiel Management and Purchasing Office.