A-to-Z Index

Pocket Guide

Purpose and Goal
Commodity Information
General Procurement Procedures
Purchase Approvals
Procurement Methods
Exceptions to Competitive Bidding
Mandatory Procurement Sources
Definitions
Buyer Info



Purpose and Goal

The purpose of James Madison University (JMU) Procurement Services is to assist the university community in the procurement of goods and services in conformance with Virginia laws and regulations. These laws apply to all university departments and activities, regardless of their source of funds. Our goal is the timely procurement of quality goods and services at the lowest available cost. Other information may be found on these web sites.

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Commodity Information

A list of the names and extension numbers of the buyers and the commodities for which they are responsible may be obtained by calling 540.568.3145 or through Procurement Services' Staff Listing site.

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General Procurement Procedures

Only Procurement Services contracting officers and others delegated by the Commonwealth of Virginia may sign supplier or other contracts. No supplier may deliver goods or services over $2,000.00 without a Purchase Order or a standing contract with the university.

Requesting departments must complete a JMU Purchase Requisition for purchases over $5,000, and submit to Accounting and Reporting for funding and signatory approval. The requisition will be forwarded to Procurement Services for processing after approval. The requisition should include the following information:

  • Adequate specifications and/or drawings
  • Desired quantity
  • Required delivery or completion date
  • Delivery location (building, room number & Mail Stop Code)
  • Suggested supplier(s)
  • Organization and account code(s) to be charged
  • Authorized signature approving purchase
  • Anticipated total cost

Detailed instructions and a sample form are in Section 29 of the Financial Procedures Manual.

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Purchase Approvals

Certain purchases require the following approvals before submitting the purchase requisition to Procurement Services:

Type of Purchase JMU Required Approval
Construction & Renovation to a Building Facilities Mgt., work request, x83645 or x86720
Interior Design Admin. & Finance VP, x86434
Cellular Phones Justification, Division VP
Vehicles Facilities Mgt., x87064
Legal Services Director of Procurement Services, x83141

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Procurement Methods

Departments may purchase goods, supplies, and services up to $5,000, with certain restrictions, using a Departmental Purchase Order (DPO). Upon receipt of a Purchase Requisition, Procurement Services will use one of the following methods to fulfill the University's requirements.

DPO Training is available by request.

Purchase of Goods, Materials, and Services**
One-time Amount (estimated) Bid Requirements (minimum) Lead Time*
$0-5,000 1 quotation 4 days
$5,001-30,000 3 quotations 7 days
$30,001-50,000 4 quotations - informal written 7 days
Over $50,000 6 quotations publicly advertised, written and sealed IFB 45 days
RFP 60-90 days

**Use of minority suppliers and recycled products is strongly encouraged.
*Please note that the estimated lead times are only an average and actual procurement may vary in length of time required.

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Exceptions to Competitive Bidding

Procurement Services may grant approval for purchases made without competitively bidding in the situations listed below.

  • Sole source purchases
  • Emergency purchases
  • Purchases of used equipment
  • Purchases from other governmental and public bodies

Contact Procurement Services for further instructions concerning justification requirements. See the "Definitions" section in this guide for more information.

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Mandatory Procurement Sources

The university is required to procure certain goods, supplies and services from designated state agencies (e.g., Virginia Industries for the Blind and Correctional Enterprises). For information regarding mandatory sources, contact Procurement Services through the our Staff Listing site, or call 540.568.3145.

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Definitions

Brand Name or Equal (BNE):  a reference used to convey the general style, type, character and/or quality of the goods desired. Any goods that are an approved "equal" of those specified, considering quality, workmanship, economy of operation, and suitability for the intended purpose, shall be accepted.

Emergency Purchase:  a purchase required to protect personal safety, life or property. All emergency purchases must be approved by the university president. The potential loss of funds is not considered an emergency.

Goods Purchase:  any purchase whereby the estimated cost of materials, equipment and supplies is more than 50 percent of the total purchase (i.e., the purchase of materials, equipment, supplies or printing that may include labor).

Invitation for Bids (IFB):  a document used to solicit bids for goods or services using competitive sealed or unsealed bidding.

Proprietary Purchase:  a purchase that restricts the acceptable products to those of one manufacturer, excluding the consideration of "equal" bids from different manufacturers. This type of purchase is normally used only when the products must be compatible with existing products.

Request for Proposal (RFP):  used for soliciting proposals when specific requirements to complete scope of work are unknown. This procedure permits negotiation of proposals and prices as distinguished from competitive bidding.

Service Purchase:  any purchase whereby the estimated cost of materials, equipment and supplies is less than 50 percent of the total estimated cost.

Sole Source:  a product or service that is available from only one supplier. When the requesting department believes that only one source exists for a specific item or service, the department must complete the sole source justification answering the following questions and submit with the purchase requisition.

  1. Explain why this is the only project or service that can meet the needs of JMU.
  2. Explain why this supplier is the only practicably available source.
  3. Explain why the price is considered reasonable.
  4. Describe the efforts made to conduct a non-competitive negotiation to get the best possible price for the taxpayers.

Used Equipment:  equipment that has been previously owned and used. This definition excludes factory-rebuilt, remanufactured or demonstrator units.

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BUYER INFORMATION

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