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State Procurement 101

State Procurement 101. Larry Ray, VCO 804-225-3354 lcray@dgs.state.va.us. Legislative Intent. The intent of the Virginia General Assembly is set forth in the Virginia Public Procurement Act as follows:.

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State Procurement 101

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  1. State Procurement 101 Larry Ray, VCO 804-225-3354 lcray@dgs.state.va.us

  2. Legislative Intent The intent of the Virginia General Assembly is set forth in the Virginia Public Procurement Act as follows: “To the end that public bodies in the Commonwealth obtain high quality goods and services at a reasonable cost, that all procurement procedures be conducted in a fair and impartial manner with the avoidance of any impropriety, that all qualifies vendors have access to public business…” Agency Procurement and Surplus Property Manual, Paragraph 1.0

  3. Agency Responsibilities • Define terms of the procurement • Conduct process in a fair and impartial manner • Administer contract to ensure both parties fulfill the requirements of the contract • Pay

  4. Agency Authority • Up to $50,000 for goods • Unlimited services • Mandatory sources and contracts • Forward goods requirements over $50,000 to DPS • ADP and Telecommunication goods and services above agency authority to Virginia Information Technologies Agency (VITA)

  5. Mandatory Sources • State contracts • Virginia Correctional Enterprises • Virginia Industries for the Blind • Virginia Department for the Blind and Vision Impaired Business Enterprises • Virginia Distribution Center • DGS/DPS Office of Graphic Comm • Department of Information Technology • DGS/DPS Fleet Management • Virginia Department of Transportation

  6. Competitive Requirements • Single quote to $5,000 • $5,000 to $15,000 solicit at least 6 valid sources • $15,000 to $50,000 solicit at least 8 valid sources in writing • Over $50,000 solicit at least 9 valid sources using the Competitive Sealed Bidding (IFB) or Request for Proposals (RFP) process

  7. Methods of Procurement • Small purchase • Competitive sealed bidding • Competitive negotiations • Sole source • Emergency • Reverse auctioning

  8. Formal Solicitation Process • Must be publicly posted in eVA www.eva.state.va.us • Newspaper Advertising • Direct solicitation of 9 valid sources • Specified response deadline • Responses not opened until closing date and time • Must be registered eVA Vendor to receive award

  9. Invitation for Bids • Preferred method • Awarded to the lowest responsible and responsive bidder • Not open to negotiation • Questions must be addressed and resolved before submission of bids

  10. Request for Proposals • Requirements specified in general terms • Negotiated agreement • Price is a factor but not necessarily the determining factor • All issues except the General Terms and Conditions are negotiable • Award based on specified criteria

  11. Terms and Conditions General Terms and conditions • Required in all solicitations • Not editable • Roadmap on how Commonwealth does business • Included by reference in all procurements • Special Terms and Conditions • Select and added as required • Can be modified by agency • Ensure you understand • Clarify at pre-bid pre-proposal conference or contact agency

  12. Vendor Responsibilities • Register as eVA Vendor • Identify yourself to procurement personnel • Know the governing regulations (Vendors Manual) • Respond as directed in the solicitation

  13. Vendor Tools to Compete • Be aware of opportunities • Attend required pre-bid/proposal conferences • Respond as directed in solicitation • Obtain copy and understand Vendor’s Manual • Be registered as required • Provide quality goods and services

  14. Licensing • Construction-Prof & Occupational Reg • Pesticide application-Ag & Consumer Svcs • Asbestos service, security and fire alarm installation--Prof & Occupational Reg • Private security services-Criminal Justice • Hazmat-Environmental Quality

  15. American Express Card • Designed for transactions to $5,000 • Purchases made by end user • Simplicity and speed

  16. eVA • Registration as eVA vendor required • Marketing opportunities • One source for access to all Commonwealth major solicitations • Speed and efficiency • Automatic notification for solicitations for your product line

  17. eVA Functionality • eMall Catalog Shopping • Quick Quote • eProcurement

  18. Questions

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