PROCUREMENT METHODS
How Virginia Buys: Six Approved Procurement Methods
Below is a quick guide to how the Department of General Services / Division of Purchases and Supply (DGS/DPS) buys non-technology goods and non-professional services. (Construction has separate rules—see the Engineering & Buildings section.)
1. Small Purchases
Dollar Range
Method
Key Points
≤ $10,000
Single Quotation
One written or verbal quote from a certified micro-business (if available). Price must be judged fair and reasonable.
$10,000 – $100,000
Quick Quote (Unsealed Bid)
Solicited in eVA; vendors respond electronically.
≤ $100,000
Unsealed Request for Proposals (RFP)
Used when an RFP is better than a bid. Must be posted on eVA if over $10,000.
2. Competitive Sealed Bidding (IFB)
Required for purchases over $100,000.
- Formal Invitation for Bids (IFB) posted in eVA at least 10 days before bid opening.
- Award is made to the lowest responsive, responsible bidder.
Two-Step Sealed Bidding
- Step 1: Unpriced technical proposals.
- Step 2: Priced bids from firms whose proposals meet the need—ideal when specifications are hard to write or technologies evolve quickly.
3. Competitive Negotiation (RFP)
- Suitable for goods, services, or insurance.
- Written RFP lists evaluation criteria and weights.
- If ≤ $100,000, the solicitation is set aside for Small Business Enhancement unless exempt.
- Posted in eVA (and in a local paper) at least 10 days before proposals are due.
- After evaluation, the agency negotiates with the top-ranked offeror(s) until a best-value agreement is reached.
4. Emergency Procurement
- Used only when health, safety, or essential operations are at risk.
- Competition sought “to the extent practical.”
- Notice of the award is posted in eVA.
5. Sole-Source Procurement
- Allowed when only one practicably available source exists.
- Requires a written justification and eVA posting.
6. Reverse Auctioning
- Real-time, downward-bidding tool in eVA for commodities and simple services.
- Not permitted for construction, professional services, or bulk road-building materials.
Aspect
RFP (Competitive Negotiation)
IFB (Competitive Sealed Bid)
Vendor Term
Offeror
Bidder
Specification Style
Statement of Needs defines outcomes; offeror proposes the method
Scope of Work is detailed; bidder prices exactly what is specified
Negotiations
Allowed—agency may negotiate technical approach, terms, and price
Not allowed—bids are accepted as-is
Evaluation
Can include subjective scoring (best-value)
Objective—award to lowest responsive, responsible bid
Timeline
Typically longer (evaluation + negotiation)
Typically faster (straightforward low-bid award)