DGS/DPS regulations address the six methods of procurements permitted by law. Below is a summary of DPS' current policy for non-technology goods or nonprofessional services. Additionally, please see the Engineering and Buildings section to learn more about the policies surrounding construction procurement.
1. Small Purchase Procedures
- Single Quotation: Where the estimated cost of non-technology goods or nonprofessional services is $5,000 or less, unless exempted, purchases can be made upon receipt of a minimum of one written or telephone (verbal) quotation from a Department of Small Business and Supplier Diversity-certified micro business, if available, provided the agency determines the price to be fair and reasonable.
- Unsealed Bidding: Quick Quote can be used to solicit bids or quotes for goods and nonprofessional services valued from $5,000 to $100,000. Vendors must be registered in eVA in order to respond to Quick Quotes.
- Unsealed Request for Proposals: Agencies and institutions may obtain required goods or nonprofessional services using the Unsealed Request for Proposal process up to $100,000. eVA VBO (Virginia Business Opportunities) public posting is required if the solicitation exceeds $5,000.
2. Competitive Sealed Bidding
Written sealed bids are required for goods or nonprofessional services when the estimated cost is over $100,000. The solicitation will be publicly posted on the eVA website (www.eva.virginia.gov) at least 10 calendar days prior to the date set for receipt of bids. Bids will be evaluated and awarded based upon the requirements set forth in the solicitation.
Two-Step Sealed Bidding: Two-step bidding is a method of procurement designed to expand the use and obtain the benefits of competitive sealed bidding where the lack of adequate specifications or rapid changes in technology make it more advantageous to the Commonwealth to first request unpriced technical proposals.
3. Competitive Negotiation
Competitive negotiation may be used for procurement of goods and services, or insurance. In competitive negotiation, a written Request For Proposal (RFP) is issued that describes in general terms what is to be procured, the criteria to be used in evaluating the proposal along with the weights assigned to them, and an indication of whether a numerical scoring system will be used in the evaluation of proposals, the applicable contractual terms and conditions, including any unique capabilities or qualifications required of the contractor. If competitive negotiation is used for a purchase expected to be $100,000 or less, it shall be set-aside in accordance with the Small Business Enhancement Award Priority, unless exempted. A notice of the RFP will be publicly posted on the DGS/DPS eVA website (www.eva.virginia.gov) at least 10 calendar days prior to the due date and time and the notice will be published in a newspaper of general circulation in the area in which the contract is to be performed. Selection will be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, unless one is deemed more qualified than the others, and negotiations then can be conducted with each of the offerors until one is selected. *See below for a comparison between Formal Sealed Bids (IFBs) and Competitive Negotiation (RFPs)
4. Emergency Procurement
In case of emergency, a contract may be awarded without competitive sealed bidding or competitive negotiation; however, such procurement shall be made with such competition as is practicable under the circumstances. All emergency notices are required to be posted in eVA and can be viewed at www.eva.virginia.gov.
5. Sole Source Procurement
Upon a determination in writing that there is only one source practicably available for that which is to be procured, a contract may be negotiated and awarded to that source without competitive sealed bidding or competitive negotiation.
6. Reverse Auctioning
The purchase of non-technology goods or nonprofessional services may be made by utilizing the Reverse Auctioning tools available in eVA. However, construction, professional services, or the bulk purchases of commodities used in road and highway construction in maintenance and aggregates shall not be made by reverse auctioning.
Vendors wishing to register as a regular bidder or offeror to do business with agencies and institutions of the Commonwealth must register in eVA. A registration fee will not apply; however, other fees may be applicable.
What are some major differences between RFPs and IFBs?
|Vendor referred to as Offeror||Vendor referred to as Bidder|
Statement of Needs describes the required outcomes. Process to reach the outcomes may not be defined
|Scope of Work describes the requirements in detail|
|Proposals are submitted that describe the Offeror's approach to providing the good or service||Bids are submitted for a specific good or service|
|Proposals are negotiated based on the Offeror's submitted solution and the Commonwealth's needs||Bids are accepted as is and must be responsive to all of the stated requirements|
|More time required to evaluate proposals||Quick turnaround time for award|
|Award may be based on subjective criteria reviewed and scored by Evaluation Committee
||Award is based on objective criteria|
For additional information and helpful tips for vendors responding to RFPs, please visit: RFPs at a Glance
Disclaimer: In the event any information on this page is in conflict with the APSPM and/or Vendor's Manual, the APSPM and Vendor's Manual prevail.