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Guidelines for Competition
When Competition is Required
Please note: No additional competition is required for purchase of goods and services on an existing contract, as vendor selection was based on appropriate competition at the time the contract was awarded. All requirements for competition on this page, regardless of price range, refer to the non-contract purchase of goods and services.
Dollar Amounts $0 to $4,999.99
Goods and services that may be expected to total less than $5,000 per vendor within a single 12-month period, and that are not restricted from departmental purchase, may generally be purchased directly by departments with a minimum of competition. The following requirements for competition apply to all purchases in this price range, unless purchased on an existing contract (see note at top of page).
- At least one quote for the purchase must be solicited from a DMBE-Certified Minority- or Woman-owned firm.
- The purchase must be awarded to the lowest bidding vendor capable of meeting all the requirements of the purchase.
Dollar Amounts $5,000 or greater
Unless purchased from a contract vendor, goods and services which may be expected to total $5,000 or more within a single 12-month period and which are not eligible for demand payment must be purchased competitively through Procurement Services. All of these purchases are initiated by the end user's submission of a Purchase Requisition in the Oracle Integrated System. The methods used to obtain competition vary based primarily on the amount of purchase:
Dollar Amounts $5,000 to $49,999.99
- Competition requirement may be met by soliciting a minimum of three quotations in writing.
- At least two quotations must be from DMBE-Certified Minority- or Woman-owned firms.
- End user may solicit quotes and attach to the Oracle Integrated System requisition, or Procurement Services will solicit them.
Dollar Amounts $50,000 & up
- Procurement Services solicits minimum of six potential sources in writing, either through IFB (Invitations for Bid) or RFP (Requests for Proposal).
- At least four of the solicitations must be to DMBE-Certified Minority- or Woman-owned firms.
- Solicitations are posted on the Procurement Services website and on the eVA website. RFP solicitations are also posted in the Daily Progress. Minimum solicitation posting periods are 10 days.
- Completion time for IFBs and RFPs vary based on complexity of the goods or services. Procurement Services' buyers generally consult with representatives from the requesting department and selected experts in both the formulation of the IFB or RFP and in the evaluation of vendor bids or proposals.
Exceptions to the Requirement for Competition
These purchases must also be made through Procurement Services via the submission by the end user of a Purchase Requisition in the Oracle Integrated System application, but in these cases the requirement for competition may be waived if circumstances warrant. Paper documentation, when required, must be sent to Procurement Services - Accounts Payable
.
Emergency $5,000 and up
Emergency purchases are those required to protect life and/or property, or to prevent substantial economic loss or the interruption of service.
- End user submits written justification describing the nature of the emergency to Procurement Services.
- Formal procedures are waived, but competition is used where possible.
Sole Source $5,000 - $9,999.99
Sole Source procurements can be made when only one firm can satisfy the requirement. Price is not a factor in sole source vendor selection.
- End user should attach Sole Source Form to the Oracle Integrated System requisition or provide written justification.
- Procurement Services engages requested vendor in non-competitive negotiation.
Sole Source $10,000 and up
- End user should attach Sole Source Form to the Oracle Integrated System requisition or provide written justification.
- Procurement Services must conduct a market survey and reference checks.
Please note: A purchase restricted to a stated brand available from more than one vendor is NOT considered a Sole Source procurement.