Purchasing Procedures

1. Small Purchases - Goods and Services, other than Professional Services

Thresholds

Procedures

Up to $2,500

Over $2,500 to $10,000

Over $10,000 to $50,000

Department gets one documented quote.
(Use of the Purchasing Card is encouraged up to $2,500.)

Department solicits a minimum of three valid sources (by mail, e-mail, or facsimile). It is strongly encouraged to expand the solicitation list to include a minimum of one minority and/or women-owned businesses.

Purchasing solicits a minimum of four valid sources (by facsimile with written description furnished by department or unsealed written IFB/RFP). It is strongly encouraged to expand the solicitation list to include a minimum of two minority and/or women-owned businesses.

Advertising on the Roanoke web site is required over $30,000 for goods and services.

2. Competitive Sealed Bidding or Competitive Negotiation (Code of Virginia, § 2.2-4301 and §2.2-4303)

Threshold

Procedures

Over $50,000; may be used for lesser amounts.

Purchasing solicits a minimum of six valid sources in writing and expand to include at least three minority and/or women-owned businesses, if available. Use one of the following methods:
1 - Competitive sealed bidding.
2 - Two-step competitive sealed bidding.
3 - Competitive negotiation. A written justification is required for use of #3.
Required for purchases over $50,000 unless an exception (see Exceptions to Competitive Procurement below).

3. Exceptions To Competitive Procurement (Code of Virginia, § 2.2-4303 E and F)

Thresholds

Procedures

Emergency

Sole Source (Unlimited dollar amounts)

Used Equipment up to $50,000

Department takes immediate action if required to protect personal safety or property. Other emergencies, seek competition to the extent practicable. Requires written determination signed by the department head or designee.

Obtain and document a quote up to $10,000. Over $10,000, a written quotation must be obtained from the vendor. Requires written justification approved in advance by the department head. All sole sources require approval from the Purchasing Division. Purchase using noncompetitive negotiation.

Competition not required.

Note: Public posting required for all solicitation and award actions exceeding $30,000