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Bidding Procedures
Bidding Requirement - Dollar
Thresholds
Up to $5,000
Obtain a minimum of one (1) quote from
a DMBE-certified small business, if
available. The Small Purchase
Charge Card shall be used for
purchases up to $5,000, if accepted by
the vendor.
Over $5,000 to
$50,000 Solicit a minimum of four (4) DMBE-
certified small business sources, if
available, in writing or electronically.
Materiel Management Buyers must use
eVA Quick Quote for bids or quotes; or
Unsealed Proposal method to request
proposals over $5,000 to $50,000.
Over $50,000; may be Unless
set-aside for small businesses
used for lesser amounts. only, solicit a minimum of six
(6)
sources, including a minimum of four
(4) DMBE-certified small businesses,
in writing, including electronically
through eVA. If set-aside, solicit a
minimum of six (6) DMBE-certified
small businesses, if available. Materiel
Management Buyers must conduct
procurements over $50,000.
Exceptions to Competitive Procurement
Emergency
Take immediate action if required to protect personal safety or property.
Other emergencies, seek competition to the extent practicable.
Requires written determination signed in advance by the Vice President for Administration
and Finance.
(See Emergency Procurement Justification)
Sole
Source
Over $5,000, a written quotation must be obtained from the vendor.
Requires written justification approved
in advance by the Vice President for Administration and Finance.
Over $50,000 requires approval from the Department of
General Services/Division of Purchases and Supply (DGS/DPS). Longwood University has the delegated authority to make
contract awards after appropriate approval. Purchase using noncompetitive
negotiation.
(See Sole Source Requirements)
Used Equipment up to $50,000
Previously owned and used, offered for sale
“where is, as is,” does not include demonstration or factory rebuilt
items marketed through distribution outlets, may be negotiated for up to the
purchaser's delegated authority.
Competition not required.
(Used Equipment Form)
Public posting is required for all
solicitations and awards exceeding $50,000.
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