Embedded Files
As a service within the SSC, Procurement Operations provides a unified procurement and contracting process for all of the 23 colleges in the Virginia's Community Colleges System, as well as the System Office. Procurement Operations consists of a team of procurement professionals focused on excellence in service, full regulatory compliance, and continuous improvement in procurement operations.
Purchasing tips used by other colleges:
If using a mandatory source, put MANDATORY SOURCE in the title.
If using a state contract, put STATE CONTRACT in the title.
If using an eVA punchout catalog, put PUNCHOUT CATALOG in the title.
If the order is for NETSPACE items, put NETSPACE in the title. Also, email a copy of the requisition to Lynn Taylor.
If at all possible do not submit a requisition with zero dollar amounts, get a quote from at least one vendor or use your best guess on dollar amounts.
If at all possible do not submit a requisition with “Vendor to be determined”, try to get a quote from at least one vendor and attach that quote to the eVA requisition.
If you think that the order is going to require a Quick Quote write the description in the eVA requisition as if it was going on a Quick Quote.
If ordering furniture and other products & services provided by VCE, you must use VCE or get a waiver from VCE and attach that waiver to your eVA requisition, as with all mandatory sources.
eVA Information
eVA Information
eVA is a web-based state-required procurement tool designed to automate and streamline procurement for all state agencies in the Commonwealth. eVA is a central location for departmental buyers to find vendors, reach vendor punch-out catalogs with state pricing, and store requisitions and purchase orders. eVA Customer Care
eVA functionality questions can be referred to:
Shared Services Center Customer Engagement Team: 877-340-5577 or help@ssc.vccs.edu
eVA Customer Care: 866.289.7367 or evacustomercare@dgs.virginia.gov
Types of eVA Vendors
Self-Registered (Strongly Preferred Vendor Type) The vendor has registered their company in eVA. The Vendor is charged a .1% eVA fee, (see eVA billing page for max caps on fees). State-Entered While vendors can be State-entered by the agency, this is not our policy or preference as then the agency becomes responsible for the eVA fees, (see eVA billing page for max caps on fees). These situations will be handled on a case by case basis.
eVA Exclusions
There are several eVA exclusions for purchases/payments that are not required to be entered into the eVA system. Exclusions should not be loosely interpreted. Departments that are found to be abusing eVA exclusions may be fined for non-compliance. For questions about eVA exclusions contact SSC Procurement Services.
Reimbursement to schools for dual enrollment expenses
Intra-agency payments
Payments to state/local agencies or foundations (including reimbursements and those for Workforce Development)
Refund of tuition to a 3rd party provider
Tuition Mgmt. System disbursement
Student club purchases (doesn’t include state funds)
Clinical agreement
Bond payment
Grant stipend
Executive compensation payment to a 3rd party provider
Real Estate leases
Gen Edge
Utilities (electric, gas (direct line), water and sewer) note – these do not require a voucher request form be completed by the college. We have a spreadsheet with the utility information, coding, etc. that is used for this information.
Note: Professional organizational membership dues and training classes are an eVA exclusion as long as they are paid by SPCC. If needed to be paid by check, a PO must be created and 3 way matched for vouchering for check payment.
Note: Conference registrations are an eVA exclusion as long as they are paid by SPCC. If needed to be paid by check, a PO must be created and 3-way matched for vouchering for check payment.
To initiate a payment for a transaction that is exempt from the eVA PO process, complete a Voucher Request e-form and submit it for approval to the SSC's Accounts Payable department within ImageNow.
Types of Purchase Orders
EP (formerly a Direct Order - DO)
eVA terminology for a "purchase order." A EP is created when an eVA requisition has gone through the required approvals. If a vendor accepts electronic orders then the eVA EP will be sent directly to the vendor; otherwise, Shared Services will need to email or send a copy of the EP to the vendor. If the requestor is also the last person in the approval flow, this is an indication the order did not flow electronically to the vendor.
Blanket orders are not the normal method of processing and the particular service must be lend itself to this type of order, contact Procurement Services for guidance.
Blanket orders should not cross or cover more than one fiscal year or if applicable contract term.
Blanket orders must be carefully tracked and reconciled by the department for the various payments that may occur during the year. At the end of the year, the blanket order should be adjusted to cover any over/under usage.
The vendor must be willing to accept the blanket order (vendors are charged the eVA fee upfront for the total dollar amount put into the system).
Contract orders must have pricing verified at the time the order is created.
Purchase Card Order (PCO)
eVA will generate a PCO# (rather than a EP#) anytime the PCard option is selected on the requisition. Keep in mind that if you have a PCard associated with your account, the PCard option will always default to on. Remember to remove the PCard option anytime you need to pay by an invoice or if the order is $5,000.00 or more. Users may remove the PCard option when completing confirming orders to reduce the risk of the purchase card receiving duplicate charges. If the PCard box is unchecked, the vendor cannot see the PCard information in order to charge the card.
eVA Transition Project
eVA Transition Project
Glossary
Acceptance Testing - Completion of live testing in the production environment through all transaction steps in order to ensure that all functionality is operating as intended.
(DGS) Blackout Period - The period of time in which the system is unavailable to login.
Composing State - The status in which a purchase requisition is in draft status visible only to the requestor.
Conversion - All of the activities associated with migrating from one system to another
Cooperative Justification - The review and authorization process required to utilize another public entity’s contract to procure our needs.
Emergencies - An occurrence of a serious and urgent nature that demands immediate action. Emergencies aredefined as those involving the protecting of personal safety or property.
Integration Shutdown Date - The date in which a purchase order will no longer be sent to our financial system (AIS) to encumber funds.
Micro Source, Single Quote - For purchases of $10,000 or less, we are required to procure from a “Micro Business.” A Micro Business is one that meets the requirements and is certified as a Micro Business by the Virginia Department of Small Business and Supplier Diversity (DSBSD). Although, competition is always encouraged, these purchases may be completed with a single quote.
Procurement Method - There are seven allowable methods for procurement in the Commonwealth of Virginia. The following are tools we shall use to procure purchasing requirements for colleges that are within the allowable methods and contained within this guide: Micro Source, Single Quote, Quick Quote Solicitation, Sealed Solicitation, Cooperative, Sole Source and Emergency.
Quick Quote Solicitation - A procurement need that is expected to total less than $100,000 may be procured using an unsealed bidding process that generally can be completed more quickly than a sealed process.
Sealed Solicitation - A procurement need that is estimated to total over $100,000 for the life of the entire procurementneed that shall be procured using an open competitive process.
Sole Source Justification - The review and authorization process to procure on the basis that a product or service is practicably available from only one source.
Submission Deadlines - The final date in which requisitions can arrive at the SSC’s inbox and every attempt will be made tocomplete the request to a purchase order.
Submitted Status - eVA PR status immediately following draft status and prior to an awarded status.
Urgencies - A purchase requirement that has arisen that is mission critical to the operation of the institution; however, does not fit the state definition of emergency.
VCCS, State or Approved Cooperative Contract - A purchase that is being procured under an existing contract solicited by the VCCS, the State or a Cooperative Contract that SSC procurement has approval to use (cooperative contracts and thecollege is authorized to use the contract are listed in the Master List of Contracts).
Job Aids and QRGs
Creating a Non Catalog Requisition
DGS eVA Transition Supporting Documents page
eVA Quick Reference Guides - Please note that these are not specific to VCCS processes
Buyers Training Assets are available for you to access in the LMS. Find out more here.
Suppliers - Supplier training is available here.
Virginia Institute of Procurement (VIP) – Learning journeys are housed here. Learning journeys specific to your role should be completed prior to attending the live training session(s). If you have never taken a class in VIP, click on 'Log In' in the upper right corner, then click on 'Sign Up'. You will be able to sign up for access to the system there.
eVA Transition Newsroom – DGS eVA transition page. There are Buyer user group meetings linked here, as well as up-to-date information on the conversion.
eVA Transition Training page – A listing of all the available learning journeys. It also has a link to the VIP system and other helpful information about the learning journeys.
eVA Transition Supporting Documents page (QRGs) – Quick Reference guides directly from DGS will be housed here as soon as they are released.
If you have questions or concerns specific to your agency, please contact the SSC Customer Engagement team 877-340-5577 or email help@ssc.vccs.edu with the subject line "eVA/iValua transition". Copy and paste for ease: eVA/iValua Transition Related Topic
Training and Q&As
Training Available 24/7
We want to make sure our suppliers are familiar with the new platform and its features. You will find new training resources off the Transition Newsroom page under Information for Businesses (Suppliers). This training is available 24/7 so you can fit it into your schedule when it’s convenient.
What Will You Learn About?
Account Maintenance/Updates
Access Your Orders
High level Overview for Responding to Solicitations
Catalog Creation
eVA New System Approvers Training
FAQs:
Governing Documents
Governing Documents
Information for Vendors
Information for Vendors
Agency Procurement and Surplus Property Manual (APSPM)
Commonwealth Accounting Policies and Procedures (CAPP)
Department of General Services (DGS)
Division of Purchases and Supply (DP&S)
eVA Vendor Training (Links and Videos)
Searchable List of SWAM vendors (eVA)
VCCS Construction and Professional Services Manual (VCCS-CPSM)
Virginia Department of Small Business & Supplier Diversity (DSBSD)
Virginia Institute of Procurement (VIP)
Virginia Information Technology Agency (VITA)
Mandatory Source Summary
Mandatory Source Summary
To view a copy of this document with clickable links, please click here: Mandatory Source Summary
Procure to Pay Business Rules
Procure to Pay Business Rules
This Procure-to-Pay Business Rules document is now a “Legacy” document that has been revised to reflect single procure-to-pay topic changes approved by Management Council in October 2019, as well as historical changes previously approved by Management Council. Legacy content that is superseded by an updated business rule will be struck through and, where appropriate, followed by a link to the published procedure containing the updated business rule. Changes are also noted in the Changelog found at the end of the Legacy document.
The Procure-to-Pay Business Rules (Legacy document) will continue to be evaluated, approved, and updated as appropriate and when all existing content has been included in a published procedure, the Legacy document will be retired.
Procure to Pay Business Rules - Legacy
Purchase Card
Purchase Card
The Shared Services Center Purchasing Card (PCard) Program provides a cost-efficient method of procuring and paying for low value goods and services. Using the PCard simplifies the purchasing process, reduces paperwork, and expedites supplier payment.
Apply for a PCard
Download the PCard Request form
Complete form and acquire authorization signatures
Complete Knowledge Center certification
Send completed documents to PCard@ssc.vccs.edu
Purchasing Card will be mailed directly from the bank to the business office 5-10 business days. Upon receipt, the cardholder must contact the SSC via pcard@ssc.vccs.edu
Changes to a PCard
Download PCard Change Request form
Complete form and obtain authorization signatures
Send to PCard@ssc.vccs.edu
Changes are effective within 48 hours upon receipt of the form
Lost/Stolen Cards
Lost/Stolen Cards:
To report a lost or stolen PCard or to dispute a particular transaction, contact BOA at 888.449.2273. In addition, contact the P-Card Administrator at pcard@ssc.vccs.edu
Disputed Charges
Disputed Charges:
In most cases, disputes can be resolved directly between the cardholder and the vendor that provided the goods and services. In addition, contact the P-Card Administrator at pcard@ssc.vccs.edu.
Approved PCard Transactions
The PCard can be used for the following items:
Point of Sale transactions for emergent needs that are under $10,000 with justification if micro of small business cannot be used
Point of Sale transactions of food related to instructional programs e.g. Culinary arts program, veterinary technology programs
Pre-Approved meals are documented in eVA and in accordance with Non-Travel related meals
Purchases requiring a login and password such as subscriptions, conference registration fees and membership dues
Food and lodging for students (only when student is on travel status)
Emergencies in accordance to state procurement regulations
To maintain PCI compliance, never conduct PCard transactions through email. Never include a PCard number in an email
Never allow vendor to store card number on file
Prohibited PCard Transactions
The PCard cannot be used for:
Non-State use (i.e. personal or private use)
Purchases in excess of $10,000
Splitting orders that would cost more than $9,999
Payment of past due invoices to circumvent Prompt Pay policies and procedures
Gift Cards and Gift Certificates unless prior approval from DOA’s charge card team
Business Travel – Cannot use SPCC for employees who travel overnight at least twice per year, as they are required to use the travel card. Please refer to CAPP 20360.
Transportation expenses (e.g. airline, rail, bus, car rentals and other transportation)
Accommodation and lodging expenses (e.g. hotel, motel and other accommodation)
Food and beverage expenses (e.g. restaurants, fast food outlets, food and beverage dispensers, and all other food and beverage purchases)
Industry Restrictions:
Accommodations
Car Rental
Oil/Gas
Restaurant/Food
Travel
Here is a detailed list of MCC’s that fall under each industry restriction.
PCard Declined Charges
Merchant Category Blocks
If a particular charge is declined, refer to the following steps:
Is the purchase a prohibited merchant category? For example, the PCard cannot be used for travel-related expenses. If it is not a prohibited merchant category, proceed to Step #2.
Is the purchase a legitimate, department-approved expenditure? If yes, proceed to Step #3.
Contact Bank of America customer service immediately at 888.449.2273 to acquire the appropriate Merchant Category Code.
Download the PCard Restriction Lift Request Form
Complete the form including required signature from Requesting Authority
Send completed form to PCard@ssc.vccs.edu for review and approval with the following included in the subject line: PCARD CHANGE REQUEST.
Block lifts will be completed within 3 days of request submission.
Here is a detailed list of MCC’s that fall under each industry restriction.
Over Credit Limit
Occurs when monthly spending exceeds the credit limit on the PCard. Solutions include increasing the monthly credit limit using a PCard Change Request form or finding an alternative purchasing method. Here is a detailed list of MCC’s that fall under each industry restriction.
PCard Restriction Lift
Use this form to remove an industry restriction on a PCard for the following categories: Accommodations, Car Rental, Oil/Gas, Restaurant/Food, and Travel.
Send the completed form to PCard@ssc.vccs.edu with the following included in the subject line: PCard Restriction Lift.
Please allow 3 business days for processing.
Reconciliation
The cardholder is responsible for retaining documentation of purchases and returns. The SSC will reconcile transactions in AIS, using documentation and information from the submitted PCard Packet.
Required procedures for reconciliation:
During the month (16th -15th) the cardholder will document all PCard transactions on the PCard Log
Assign the correct expenditure code for each transaction. If the coding is split between two departments, indicate them on a separate line with a brief description the comments section
Indicate the eVA exclusion or PCO/EP number or PR/FORM number
If sales tax has been charged for a purchase it is the responsibility of the cardholder to have that tax amount credited back to the card
On or around the 16th of each month download the VISA Charge Card Statement within BOA Works https://payment2.works.com/works/
Each cardholder is responsible to have PCard log, BOA statement and all receipts and/or supporting documentation emailed to invoice@ssc.vccs.edu by the 25th of each month.
If for some reason a charge is left in the generic account after the open reconciliation period, an ATV MUST be completed to redistribute charges out of the generic account code
If there is no activity for that billing cycle you still need to send your approver and Program Administrator (invoice@ssc.vccs.edu) an email stating there were no charges for the month
Failure to maintain proper records can lead to the suspension or revocation of the small purchase charge card
An audit checklist template is available for use by cardholders and approvers as a guideline for ensuring SPCC reconciliations/documentation are compliant with the SSC and state requirements
Approving Authority
As an approving authority you are responsible for the following:
Ensure proper use of the card by reviewing charges made to the Department
Approve charge and credit transactions for the department. Ensure that all returns are credited back to the small purchase charge card. If a merchant refuses to credit the SPCC charge card and issues a "store credit", immediately advise the Program Administrator with the specifics
Ensure that the cardholder maintains records and completes reconciliation as required by this procedure. Review and approve reconciliation or ensure individual delegated to perform these duties does so in a timely manner.
Complete annual online training, first when you become an approver and then each year before May 1st.
Use this form to guide your review of cardholder’s transactions
Monitoring
Internal Audit plans include a review of the use of PCards to determine whether they are being used in accordance with PCard Policy. In addition, the Program Administrator or delegate may conduct random audits to determine whether administrative policy objectives and regulations have been met.
Frequently Asked Questions
Please contact the SPCC Program Administrator with any questions regarding the SPCC program.
Corey Scott
SPCC Program Administrator - pcard@ssc.vccs.edu
Procurement Compliance and Audit Officer
Self Help Guides
Self Help Guides
Solicitations and Contracts
Solicitations and Contracts
Solicitations and Contracts
State Contracts - To obtain more favorable prices through volume purchasing and to reduce lead-time and administrative cost and effort, DGS/DPS may establish mandatory use term contracts for goods or services. DPS contracts are posted on the eVA State Contracts listing. Agencies and institutions are required to check this listing for contracts, contract changes, renewals, and mandatory use prior to placing orders.
Active Solicitations (See next section below)- The list of solicitations (RFPs, IFBs, Quick Quotes, etc) requested by the Colleges that are currently being worked by the Shared Services Center Procurement Team.
Queued Solicitations (See next section below) - The backlog of solicitations and renewals (RFPs, IFBs, Quick Quotes, etc) needed by the Colleges that the Shared Services Center Procurement Team is planning to begin at a future date.
VCCS Contract List (See next section below) - The current list of contracts that are available for the Colleges. Please note: NOT every contract is available for every College. If you would like to become an authorized user for any contract (including the cooperative contracts and VCCS Contracts), please send an email to contracts@ssc.vccs.edu to seek approval.
eVA Sourcing and Contracting - As part of DPS guidance, all state agencies are moving to the eVA Sourcing and Contract module for publication of their contracts. The VCCS is in the process of migrating from the "VCCS Contract List" spreadsheet (linked above) to the eVA Sourcing and Contracting module.
We are pleased to be able to open this page with a significant number of our contracts published as a 'work in progress'.
While we continue to work towards publishing more of our contracts, please ensure that you refer to the VCCS Contract List for a complete listing of our contracts.
The eVA Sourcing and Contracting module provides additional information and allows users access to:
A contract summary
A redacted contract
All renewals and contract modifications
Please note: From the list, click on the contract number in order to see the documents that are available for the selected contract. Special access or log-in is NOT required. You may also filter by Organization and/or enter "Virginia Community College Shared Services Center" without quotation marks.
We hope that you find this new tool and access to more information helpful and user-friendly. If you have any questions, please contact the Customer Engagement team at 877-340-5577 or help@ssc.vccs.edu.
VCCS Contract List and Solicitation
VCCS Contract List and Solicitation
The VCCS Contract List includes VCCS contracts as well as Cooperative and State Contracts. The list can be filtered by commodity and/or the contracting entity. To see this report in a full window, click on the angled arrows towards the bottom right of the graphic. To download a local copy of this list please use the link below.
VCCS Contract List:
Download VCCS Contract List Snapshot
To download a copy of the VCCS Contract List, click on the link above
The spreadsheet will open in a new window. Click on File > Download to save a copy to your computer
The download you receive is a snapshot at that point in time of the VCCS Contract List. To view the latest content, please download weekly
Vendors interested in responding to any VCCS solicitation should visit Virginia Business Opportunities for active solicitations. The VCCS only receives bids and proposals electronically through the eVA system. Virginia Business Opportunities
The report below shows current assignments and those in the Shared Services Queue. This list can be filtered by commodity and/or college. The assignment dates on the Queued list are approximate and dependent on workload and staff availability.
Active and Queued Solicitations (Assignments and Queue):
Download Active and Queued Solicitations Snapshot
To download a copy of the Active and Queued Solicitations, click on the link above
The spreadsheet will open in a new window. Click on File > Download to save a copy to your computer
The download you receive is a snapshot at that point in time of the Active and Queued Solicitations. To view the latest content, please download weekly
VCCS Contract List Glossary
Contract Start Date
The term of a contract begins on the date as stated on the face of the contract and the effective date is the date the contract is fully executed signed by both parties). The effective date is the date in which the contract can be used.
Cooperative Procurement
A procurement by a public body for the benefit of one or more other public bodies, for the purpose of combining requirements for the purchase of like goods and/or services in order to increase efficiency and/or reduce administrative expenses. Usually one public body is lead and other public bodies can purchase from the contract.
Effective Date
The date the contract is fully executed (signed by both parties). The effective date is the date in which the contract can be used.
Employment Service Organization (ESO)
State agencies may purchase selected goods and services from employment service organizations without competition if such goods or services are acceptable in quality, available timely, not under the purview of a mandatory source such as the Virginia Department for the Blind and Visually Impaired, and can be purchased within 10% of fair market value.
Government to Government
The purchase of goods and services from the federal government, other states and their agencies or institutions, and public bodies. Care must be exercised to be certain that the price is fair and reasonable.
Invitation for Bid (IFB)
This method of procurement is only used when the estimated cost of the goods or services exceeds $100,000 and the goods or services
to be procured are discrete and capable of being described so that bids submitted by potential contractors can be evaluated against the
description in the Invitation for Bids (IFB) and an award made to the lowest responsive and responsible bidder. APSPM Glossary: A document, containing or incorporating by reference the specifications or scope of work and all contractual terms and conditions, that is used to solicit written bids for a specific requirement for goods or nonprofessional services. This type of solicitation is also referred to as an Invitation to Bid.
Mandatory Source
A required source for a procurement of certain types of goods and services. The state requires use of several mandatory sources. Some
categorized as “mandatory source” and some called “mandatory term contract”. Typically differentiated by whether the source is a
Commonwealth agency (VCE, VIB, etc.) or a DPS contractor (Mansfield, FMB Laundry, Inc., etc.). By definition, if the good or service is
provided by a mandatory source (written in the Code of Virginia) or provided by a Mandatory State Contract (determined by DGS/DPS),
then those goods or services shall be procured from that provider.
Maximum End Date
The term of the contract ends on the date stated on the faceof the contract. The maximum end date is the sum of the initial contract term
(period of time from the start date to end date on the face of the contract) plus all the renewals, assuming all renewals are executed and
executed timely.
Memorandum of Agreement (MOA)
Written document describing a cooperative relationship between two parties working together on a project or objective. These are generally legally binding, including contractual terms.
Memorandum of Understanding (MOU)
A formal agreement between two or more parties used to establish official partnerships and are only legally binding if they meet all
minimum elements of a contract.
Method of Procurement
The method of procurement is the manner by which goods and services are procured for the CCS. The method is determined by the type,
complexity, and cost of the goods or services to be procured. The methods of procurement used by the VCCS are: Small Purchase, Quick
Quote, Invitation for Bid, Request for Proposal, Sole Source, Mandatory Source, and Cooperative Procurements.
Optional State Contract
Optional state contracts are those contracts awarded by DGS/DPS for the use of any or all state entities for which such goods or services
are needed. No competition is needed to use any optional state contract, however, the contract must state that it is available for use by
the entity wishing to utilize it.
Quick Quote
A procurement tool used for the unsealed competitive bid procurement method for purchases that require competition and are expected
to be greater than $10,000 and less than $100,000.
Renewals
Contract renewals are completed at the end of the initial term of a contract for which there are subsequent, successive renewal periods
granted in the contract, and at the end of each contracted term thereafter.
Request for Proposal (RFP)
This method of procurement is only used when the estimated cost of the goods or services exceeds$100,000 and the goods or services
are subjective or flexible and not easily described. In using the Request for Proposal procurement method, the requirements are
described in general terms, including the factors that will be used to evaluate the proposal, the Commonwealth General Terms and
Conditions, plus any special conditions including unique capabilities or qualifications that will be required. APSPM Glossary:
All documents, whether attached or incorporated by reference, utilized for soliciting proposals; the RFP procedure requires negotiation
with offerors (to include prices) as distinguished from competitive bidding when using an Invitation for Bids.
Sole Source Procurement
Sole Source procurements are those for which only one good or service exists to meet the need of the purchasing agency. In order to
qualify as a sole source procurement, there shall be no available competition with the same or similargood or service which would
then require competition. APSPSM Glossary: A sole source procurement is authorized when there is only one source practicably
available for the goods or services required. Competition is not available in a sole source situation; thus distinguishing it from a
proprietary purchase where the product required is restricted to the manufacturer(s) stipulated, but is sold through distributors
and competition between them can be obtained.
Unsealed Invitation for Bid (UIFB)
The goods or service to be procured when using this method must be capable of being described so that bids submitted by potential
contractors can be evaluated against the description in the Unsealed Invitation for Bids (UIFB) and an award made to the lowest
responsive and responsible bidder, when the procurement is under$100,000. APSPM Glossary: A document, containing or
incorporating by reference the specifications or scope of work and all contractual terms and conditions, that is used to solicit written
bids for a specific requirement for goods or nonprofessional services. This type of solicitation is also referred to as an Unsealed
Invitation to Bid.
Unsealed Request for Proposal (URFP)
This method of procurement requires the issuance of an Unsealed Request For Proposal (URFP) that describes in general terms
the requirement, the factors that will be used to evaluate the proposal, the Commonwealth General Terms and Conditions, plus any
special conditions including unique capabilities or qualifications that will be required, when the procurement is under$100,000.
APSPM Glossary: All documents, whether attached or incorporated by reference, utilized for soliciting proposals; the URFP procedure
requires negotiation with offerors (to include prices) as distinguished from competitive bidding when using Unsealed Invitation for Bids.
Vendor Agreement
A vendor agreement is a binding contract that is provided by the vendor from which the good or service is being procured. It must be
accompanied by a Commonwealth of Virginia Addendum. This type of agreement is not an option if the procurement is over $50,000.
VCCS Entities by Zone
VCCS Entities by Zone
Zone 1
Laurel Ridge
Northern Virginia
Zone 2
Blue Ridge
Zone 3
Germanna - Locust Grove Campus
Piedmont Virginia
Zone 4
Germanna - Fredericksburg Area Campus
Rappahannock - Warsaw Campus
Zone 5
Eastern Shore
Camp
Rappahannock
Virginia Peninsula
Tidewater
Zone 6
Reynolds
Brightpoint
Southside Virginia
VCCS System Office
Zone 7
Central Virginia
Danville
Southside Virginia - John H. Daniel Campus
Zone 8
Mountain Gateway
New River
Patrick & Henry
Virginia Western
VCCS Shared Services Center
Zone 9
Mountain Empire
Southwest Virginia
Virginia Highlands
Wytheville
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