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• Does the Office of Procurement need to be involved if it is over $5000 or does the Dept. Head make the choice on who will be used?
  Any / all purchases over $5,000 must come through the Office of Procurement and will be put out for bid.
• Is there a threshold amount to reach when it needs to be considered for a bid verses a job under $5000?
  $5,000 is the threshold.
• What if neither party was sure of how many times they would be used during the year but each labor call was over $5000?
  Then it will require competitive bidding.
• If a company is providing a one time a year service for labor under $5000, is a bid needed?
  No.
• If the same company is providing labor throughout the year for different events can it submit a bid? Or a competitive sealed bid if it is over $50,000 worth of business for providing labor for different shows?
  If a service is repeatedly used, a contract should be developed to cover services throughout the year.
• Multi-year contracts: What do I need to do to continue them?
  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.
• Do I need an eVA order?
  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.
• Do I need a Sole Source letter?
  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.
• For those purchases that are above $5,000 do I just get a quote from the current vendor, submit an eVA order, and then the Office of Procurement will do a Quick Quote?
  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.
• Do I do the Sole Source for the vendor before I do the eVA order or is it ok to do it after?
  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.
• How many SWaM vendors need to be contacted before I’m justified to use a non-SWaM vendor?
  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.
• Can I submit the telephone log with the PR as an attachment and check the box “mark attachment(s) as Proprietary and Confidential (This check box does not apply to approvers)?
  Yes, that would be the correct method of submitting your log and it means that the vendor will not see the attachment.
• Does the PO category depend on whether or not the vendor is SWaM certified?
  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.

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