Office of Procurement

Procurement Methods

The Office of Procurement Services is responsible for the purchasing of all goods and services. Departments have been delegated authority to perform purchases up to a single transaction value of $5,000. The procurement staff will manage purchasing transactions exceeding $5,000.

Types of Solicitations

A small purchase procurement is for transactions whose value will not exceed $5,000. A minimum of one DSBSD-certified small business should be solicited. The solicitation can be either in writing or orally (by completing a phone log). The quote received must be attached to the purchase requisition in eVA.

A Quick Quote is an informal method of procurement for transactions where the value is expected to be between $5,000 and $100,000. Quick Quotes are exclusively solicited by the Office of Procurement Services. They must be posted on eVA for a minimum of 72 business hours. On occasion, Quick Quotes must be solicited for longer than the minimum necessary time. This may happen due to the complexity of the solicitation or the need for a site visit.

An Invitation For Bid is a competitive sealed bid for procurements with a value expected to exceed $100,000. The goods or services to be procured must be capable of being described so that bids submitted by potential contractors can be evaluated against the description in the IFB and an award made to the lowest responsive and responsible bidder. These solicitations must be posted on eVA for a minimum of 10 days before they can be closed and evaluated. A site visit or pre-bid meeting will require the IFB to be posted for longer than the minimum 10 days. Should a need arise to issue an addendum to the IFB, the close date may also be extended.

A Request For Proposal is a competitive sealed negotiation where factors other than price will be evaluated. Competitive negotiations allow for both the offertory and the University to negotiate terms and conditions, pricing, contract content, and any other variety of discrepancies. These solicitations must be posted on eVA for a minimum of 10 days before they can be closed and evaluated. A site visit or pre-proposal conference will require the RFP to be posted for longer than the minimum 10 days. Should a need arise to issue an addendum to the RFP, the close date may also be extended.

A sole source procurement is authorized when there is only one source practicably available for the goods or services required. Competition is not available in a sole source procurement. Sole source goods or services are provided or manufactured by a specific manufacturer and are only sold directly to the university without distributors. However, a manufacturer may have one designated territorial or authorized distributor set up to sell that manufacturer's goods or services.

When the requesting department believes that only one source exists for a specific item or service, a completed Sole Source document (Adobe Acrobat) must be submitted to and approved by the Office of Procurement Services prior to the placement of the order for the sole source goods or services. Sole source justification based solely on a single vendor's capability to deliver in the least amount of time is not considered a valid basis for determining a sole source procurement. In your statement, you must address the following items:

  • Explain why this is the only product or service that can meet the needs of the Purchasing Agency.
  • Explain why this vendor is the only practicably available source from which to obtain this product or service.
  • Explain why the price is considered reasonable.
  • Describe the efforts that were made to conduct a non-competitive negotiation to get the best possible price for the taxpayers.

The Assistant Director of Materiel Management has approval authority for sole source procurements up to $50,000. The Director of Materiel Management has approval authority for sole source procurements up to $50,000. Sole source procurements greater than $50,000 are reviewed by the Director of Materiel Management and, if recommended for approval, are forwarded to the Chief of Staff. All sole source procurements will be posted on eVA in the VBO buyer section.

An emergency procurement is an occurrence of a serious and urgent nature that demands immediate action. Emergency procurements are used to protect personal safety or property. To the maximum extent possible, emergency procurements should be competed and negotiated. Vendor qualifications should be checked and verification of insurance coverage, if applicable, information on warranty offered, and any other data pertinent to the procurement. A written determination is to be approved by the Office of Procurement Services indicating the nature of the emergency, the reason for selection of the particular contractor and to be included in the procurement file. The Office of Procurement Services will enter the order into eVA with the signed emergency determination.

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