Summary of Procurement Procedures

For complete purchasing instructions, refer to the Financial Procedures Manual or call the Purchasing Department at 540.568.3145.

• Used Goods
• Special Purchases

Goods and Services (Except Equipment Trust Fund* and restricted items)	Procurement Procedure	Purchase Options
All goods and non-professional services $5000.00 or less	One or more quotes are required for purchases of goods and services costing less than $5000.00 (exception: See Furniture).  At least one quote should be obtained from a certified minority owned or woman owned business (see http://dmbe.virginia.gov  for potential certified sources).  Never split orders under any circumstance in an attempt to keep cost under $5,000.00 as this is against  State Law.	• eVA Requisition and Order • Small Purchase Charge Card • Departmental Purchase Order**
All Furniture Purchases	State Law mandates all purchases of furniture be procured from Virginia Correctional Enterprises (VCE)  http://www.vcedigitalworks.com/vce/index.htm	• eVA Requisition Submitted by Department for Approval • Purchase order issued by Procurement Services
Goods and non-professional services over $5,000 to $50,000	Competition obtained by Procurement Services. Minimum 4 quotes (including two SWAM sources) solicited by written informal bid. Advertising in eVA is required.	• Requisition for Purchase (paper or eVA) • Advertised by Procurement Services through Quote Quote or VBO in eVA
All goods and non-professional services over $50,000	Department submits a Requisition for Purchase. Procurement Services solicits a minimum of 6 sources (including a minimum of four minority or woman owned sources) in writing using either competitive sealed bidding or competitive negotiation. Advertising in eVA (sealed bids) or in a newspaper (competitive negotiation) is required.	• Requisition for Purchase (paper or eVA) • Advertised through Virginia Business Opportunities (VBO) in eVA
Professional Services as defined: • Accountant • Actuarial • Architect • Land Surveying • Landscape Architect • Law • Dentistry • Medicine • Optometry • Pharmacist • Engineer • Economist	Procured through competitive negotiation as allowed by State Law.	• Notify Procurement Services of needs

* All Equipment Trust Fund items must be purchased by means of an eVA requisition which must go to Accounting Services for approval.
** See Section 7005.410 of the Financial Procedures Manual

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Previously Owned Equipment/Furniture

Previously Owned Equipment	Procurement Procedure
Used Furniture - any price	Competition not required.	• Requisition for Purchase (paper or eVA) • Written justification and vendor quote must be submitted • Contact Diana Hamilton-Puffenbarger, Polly Martin or Carol Sweger for additional information.
Used Vehicle - any price	Competition not required. Used trucks and vans are now available on state contract.	• Requisition for Purchase (paper or eVA) • Written justification must be submitted • Contact Matasha Owens
Equipment - $5000.00 or less	Competition not required.	• eVA Requisition and Order • Written justification must be kept on file
Equipment - $5000.00 or over	Competition not required.	• Requisition for Purchase (paper or eVA) • Written justification must be submitted • Purchased order processes through Procurement Services

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Special Situations

Situation	Procedure for All Goods and Services
Construction Projects	Contact Facilities Planning for information related to any construction or renovation projects. Reference University Policy #4302.
Conferences	Contact Events and Conferences, a division of the University Center, at 540.568.3363.
Emergency	An emergency is an occurrence of a serious and urgent nature that demands immediate action. Full justification for the purchase is required. Justification approved at dean/director/department head level. Justification should relate to health, safety, or protection of property. If time permits, contact Purchasing before making purchase. Competition is not required but should be obtained, time permitting.
Grants	Contact Sponsored Programs for information on Grants.
Lease Purchase	Lease Purchases must conform to Department of Treasury guidelines. Contact Accounting and Reporting for additional information before submitting requisitions to Procurement Services.
Licensed Products	Contact the JMU Foundation for information on the use of JMU trademarks, logos, seals, indicia and mascot imprinted on items you wish to purchase.
Photocopying	Use of on-campus copy centers is preferred. An eVA Requisition and Order is necessary for off campus copy services of 5000.00 or less.
Printing	University Communications and Marketing should be contacted for any printing requests except business cards, letterhead, and envelopes (stationary) and snap-a-part forms (these items are on contract).
Proprietary	A situation when only one brand or manufacturer is acceptable. However, the product is available from more than one source, therefore competition is available.
Real Property	Contact Real Property for information concerning the lease or purchase of real property.
Sole Source	A situation when a product or service (over $5000) is practicably available from one source only. Competitive procurement cannot be conducted. Written justification required using the standard form. Procurement Services must approve the documentation prior to negotiating the price and issuing a purchase order.
Used Equipment	Used equipment is equipment which has been previously owned and used.

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