Any / all purchases over $5,000 must come through the Office of Procurement and will be put out for bid.
$5,000 is the threshold.
Then it will require competitive bidding.
If a service is repeatedly used, a contract should be developed to cover services throughout the year.
Multi-year contracts are renewed based on the annual renewal period by the Office of Procurement. You will receive a contract evaluation for those contracts under your department authority prior to renewing or resoliciting a contract.
A purchase order is entered a the end of each renewal period for the annual cost of the service and paid monthly based on invoiced amount from the vendor, to include any increases in cost.
A sole source is a separate method of procurement and is not used in conjunction with multi-year contracts, unless the initial procurement was approved as a sole source for multiple years, in which case does not require a yearly renewal.
After the Quick Quotes process is completed, the Procurement Officer handling the procurement, will provide you with the lowest bidder’s quote for review and approval or written justification if the bidder’s product is unacceptable. After you approve the low bidder, the order is processed in eVA and you will receive a copy of the purchase order to be sent to the vendor to begin the service or deliver the product.
Sole source approval is required prior to approving a request in eVA but you can place the order in conjunction with submitting the sole source approval form.
We ask that you contact at least (2) SWaM vendors using your telephone records log as documentation before you are justified in using a non-SWaM vendor.
Yes, that would be the correct method of submitting your log and it means that the vendor will not see the attachment.
No, the PO category is determined by whether or not the vendor is eVA registered or if not registered agrees to pay the eVA fees. The PO category has nothing to do with a SWaM designation.