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Policies and
Procedures
The Department of Procurement Services acts as the liaison between suppliers and all departments. At the University, the goal of Procurement Services is the timely acquisition of goods or services, in the proper quantity and quality, at the lowest possible cost, to all departments. All procurement activities are performed in accordance with applicable Federal, State laws and ordinances, and NSU Policies and Procedures. The basic overview of the purchasing process is as follows:
I. Small Purchases – Goods and Services, other than Professional Services
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Thresholds |
Procedures |
| Up to $5,000 |
Solicit a minimum of one (1) written or oral quotation from a DMBE-certified vendor. For telephone quotes, a record shall be kept of the name and address of the vendor(s) contacted, the item description or service offered, price quoted, delivery dates and F.O.B. point, names of persons giving and receiving the prices and the date the information was obtained. Notation on the requisition form is considered to be an adequate record.
Use of SPCC card is highly recommended at this level.
(Reminder: Self autonomy departments with delegation of authority must adhere to the same procedures within this threshold.) |
| Over $5,000 to $50,000 |
Solicit a minimum of four (4) valid sources, including at least (2) from DMBE-certified vendors. Quick quotes through the University e-procurement system shall be used to solicit bids and shall be set-aside for DMBE-certified small business unless exempted. The procurement file shall be documented if the procurement does not qualify for a set-aside. |
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Note: All quotations are to include delivery, shipping, installation and/or warranty charge, if applicable |
II. Competitive Sealed Bidding (IFB) or Competitive Negotiation (RFP)
| Over $50,000; may be used for lesser amounts |
Solicit a minimum of six (6) valid sources, including at least four (4) from DMBE-certified vendors. Request will be handled using:
- Competitive sealed bidding (IFB) or competitive negotiation (RFP).
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III. Exceptions to Competitive Procurement
| Emergency |
An emergency shall be defined as any situation in which the immediate public health, safety or welfare is involved or the purchase is required to protect or preserve public properties without delay. Take immediate action if required to protect personal safety or property. Other emergencies, seek competition to the extent practicable. Requires written determination signed by the agency/institution head or designee. |
| Sole Source |
Used when “upon 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 the source without competitive sealed bidding.” Over $5,000, a written quotation must be obtained from the vendor. Requires written justification approved in advance by the agency/institution head. Over $50,000 requires approval from DGS/DPS. Agencies and institutions may make contract awards after appropriate approval. Purchase using noncompetitive negotiation. |
Sources of Funds
If there is to be a contract between a state agency and a
nongovernmental vendor, the Virginia Public Procurement Act (VPPA) and the regulations set forth in this manual and the Vendors Manual apply regardless of the source of funds by which the contract is to be paid or which may or may not result in monetary consideration for either party. These documents also apply whether the consideration is monetary or nonmonetary and regardless of whether the public body, the contractor, or some third party is providing the consideration.
Signature of Authority
Only the individuals authorized to encumber Norfolk State University via any mechanism including any contract, memorandum of agreement, or memorandum of understanding are the President and the Vice President for Finance and
Administration. The authorizing officer for all research grants and contracts is the Vice President for Research and Technology. Other than the Board of Visitors of NSU, the President is the only person empowered to delegate the Authority to the Act. There are no exceptions to the statutory requirement and policy.
Please review the memorandums below:
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