Methods of Procurement
The procurement procedures used are based on the dollar amount involved in a purchase or series of purchases. Though not all aspects of procurement in the agency can be covered in a brief summary, the quick-reference dollar guidelines should provide vendors with enough information to know what to expect under normal circumstances for most goods and services.
1. $50,000 and Above
Generally, goods or services exceeding $50,000 are acquired using one of the "formal" methods outlined in the APSPM (Agency Procurement and Surplus Property Manual), Competitive Sealed Bidding or Competitive Negotiation. Vendors may wish to be aware of the following differences in these two methods:
| Competitive Sealed Bidding | Competitive Negotiation |
|---|---|
| Written Invitation | Written Invitation |
| Public notice posted for at least 10 days on the public posting board on the 1st floor of the Central Office and/or in the legal notices section of the newspaper. | Public notice posted for at least 10 days on the public posting board on the 1st floor of the Central Office and in the legal notices section of the newspaper. |
| Responses must be sealed and remain as such until the date and time specified. | Responses must be sealed and remain as such until the date and time specified. |
| Typically open at 11:00 AM | Typically close at 2:00 PM |
| Opened publicly with bidder's names and prices being read aloud. | Not available for viewing until after evaluation and contract award. |
| Award is made to the lowest responsive and responsible bidder. | Award is made to the offeror submitting the best proposal in accordance with the evaluation criteria listed in the Request for Proposal. |
2. $50,000 and Below
For goods and services estimated to cost less than $50,000, the agency uses more "informal" methods based on competitive principals, but taking less time and expense. Informal Quotations and Proposals may be requested and received using telephone, fax, or other unsealed methods that expedite the exchange of information between the vendor and the Procurement Division. Generally, the procedures are as follows:
| Estimated Cost | Solicitation Requirements | Purchase Method |
|---|---|---|
| $0 - $5,000 | Minimum of one quote from a minority or women-owned business. More, if available. | Procurement Card Purchase, Authorization #, Purchase Order # |
| $5,000 - $50,000 | Quick Quotes for Bids or Proposals from at least four vendors, to include two minority or women-owned businesses, if available. | Purchase Order # |
3. Cooperative Purchasing
The Commonwealth of Virginia institutes and administers cooperative purchasing agreements between governmental agencies. ABC actively participates in these agreements and purchases many commonly used items from contracts established by the State. To obtain information on being added to the State's Bidder's List, current state contracts or current solicitations, vendors may contact the Department of General Service, Division of Purchases and Supply, at (804) 786-3842 or on the Web site at www.dgs.virginia.gov.