State Procurement 101 Larry Ray, VCO 804-225-3354

State Procurement 101State Procurement 101

Larry Ray, VCO804-225-3354lcray@dgs.state.va.us

Legislative IntentLegislative IntentThe 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

Agency ResponsibilitiesAgency 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

Agency AuthorityAgency 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)

Mandatory SourcesMandatory 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

Competitive RequirementsCompetitive 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

Methods of ProcurementMethods of Procurement

Small purchase Competitive sealed bidding Competitive negotiations Sole source Emergency Reverse auctioning

Formal Solicitation ProcessFormal 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

Invitation for BidsInvitation 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

Request for ProposalsRequest 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

Terms and ConditionsTerms and ConditionsGeneral Terms and conditionsRequired in all solicitations

Not editable

Roadmap on how Commonwealth does business

Included by reference in all procurements

Special Terms and ConditionsSelect and added as required

Can be modified by agency

Ensure you understand

Clarify at pre-bid pre-proposal conference or contact agency

Vendor ResponsibilitiesVendor Responsibilities

Register as eVA Vendor Identify yourself to procurement personnel Know the governing regulations (Vendors

Manual) Respond as directed in the solicitation

Vendor Tools to CompeteVendor 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

LicensingLicensing

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

American Express CardAmerican Express Card

Designed for transactions to $5,000 Purchases made by end user Simplicity and speed

eVAeVA

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

eVA FunctionalityeVA Functionality

eMall Catalog Shopping

Quick Quote

eProcurement

QuestionsQuestions