Purchasing Policy & Procedures

Small Purchases

A. The Virginia Public Procurement Act permits the County to establish small purchase procedures, not requiring competitive sealed bids or competitive negotiation for single or term contracts for (i) goods and services other than professional services and (ii) no transportation-related construction if the aggregate or sum of all phases is not expected to exceed $100,000; however, such small purchase procedures shall provide for competition wherever practicable. The Act also permits single or term contracts for professional services provided that the aggregate or sum of all phases is not expected to exceed $60,000.

B. The following small purchase procedures have been established for use when acquiring materials, supplies, equipment, printing, and nonprofessional services under $100,000, or professional services under $60,000. Procurements made pursuant to these procedures do not require public bid openings or newspaper advertisements of competitively negotiated procurements. Small purchases generally do not justify the administrative time and expense necessary to conduct formal competitive sealed bidding or competitive negotiation. However, the County will use the most competition that is practical under the circumstances. “Bid splitting” to fall under small purchase thresholds is not permitted.

• Purchases under $5,000 in value—purchases in this group require no quotations. The $5,000 applies to the total of all items purchased on an invoice.
• Purchases between $5,001 and $30,000 in value—for purchases of this type at least (3) quotations from valid sources must be solicited orally, by email, in writing, or by fax.
• Purchases between $30,001 and $100,000 in value—these purchases must be coordinated by the purchasing office. An electronic post of the procurement is required. The purchasing officer will choose to post on the county website and/or the state eva website for Virginia business opportunities.  Written quotations will be solicited with a written description or by written informal IFBs or RFP’s from at least (4) valid sources. A record should be kept of the name and address of the vendors contacted, the item description or services offered, the price quoted, delivery dates, and the name of the contact person. Department heads will be expected to assist in the development of specifications for the needed items or services and they should allow the proper lead-time in their planning. A written quotation includes a quotation submitted by fax or email, provided it otherwise meets the requirements of the solicitation.
• All purchases over $2,500 must have a purchase order and be approved by the purchasing office. Purchase orders may be requested from the purchasing office via email or call, or departments may create their own purchase order in the financial software system directly.
• All purchases must be approved by the department or division head.
• All purchases $10,000 and up must have the approval of the county administrator or deputy county administrator.
• All purchases $100,000 and up must have a board of supervisor approval.