Purchasing Procedures

Small Purchases - Goods and Services, other than Professional Services

Thresholds

Procedures

Up to $5,000

Department gets one documented quote (Use of the Purchasing Card is encouraged up to $5,000).

Over $5,000 to $100,000

Department solicits a minimum of four valid sources (by email or fax). It is strongly encouraged to expand the solicitation list to include a minimum of one small minority, service disabled veteran and/or women-owned businesses.

Competitive Sealed Bidding or Competitive Negotiation (Code of Virginia, § 2.2-4301 and §2.2-4303)


The threshold is over $100,000 but may be used for less amounts. Purchasing solicits a minimum of 4 valid sources in writing and expand to include at least 3 minority and/or women-owned businesses, if available. Use one of the following methods:
  • Competitive sealed bidding
  • Two-step competitive sealed bidding
  • Competitive negotiation (written justification is required)
  • Design - Build
  • Construction Management
Required for purchases over $100,000 unless an exception.

Exceptions To Competitive Procurement (Code of Virginia, § 2.2-4303 E and F)

Threshold Procedures

Emergency

Department takes immediate action if required to protect personal safety or property. Other emergencies, seek competition to the extent practicable. Requires written determination signed by the department head or designee.

Sole Source (Unlimited dollar amount)

Requires written justification approved in advance by the department head. All sole sources require approval from the Purchasing Division. Purchase using noncompetitive negotiation.
Used Equipment up to $30,000
 Competition not required.
It is to be noted that public posting is required for all solicitation and award actions exceeding $30,000.