state procurement 101 larry ray, vco 804-225-3354
DESCRIPTION
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 PayTRANSCRIPT
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