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| General Information | University Purchasing | Accounts Payable | Training | Homepage | |
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How to Do Business with VCU The Department of Procurement and Payment is responsible for all procurement and payment activities at Virginia Commonwealth University with the exception of Hospital funded purchases. The department may enter into contracts for any dollar amount. The Department of Procurement and Payment includes University Purchasing and Accounts Payable. University Purchasing operates in accordance with the Virginia Public Procurement Act and the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendors. Mailing Address:
VIRGINIA COMMONWEALTH UNIVERSITY
VIRGINIA COMMONWEALTH UNIVERSITY Office Hours: 8:00 AM to 4:30 PM Monday-Friday Vendors are required to schedule an appointment prior to visiting the Procurement and Payment Staff to ensure availability. All Procurement and Payment Staff may be reached at (804) 828-1077.
Public access to purchasing solicitations, awards, etc. is available on our website
VIRGINIA COMMONWEALTH UNIVERSITY Purchasing Staff University Purchasing's fax number 804-828-7837. Betty Lowther, Director (804-828-5954) The following describes general commodity areas and key contacts and extensions:
Computers, Research & Facilities
Goods & Services
Copiers
Hotel Contracts
Printing
Corporate Charge Cards
Contract Administration & Compliance Vendor Registration Vendors are required to register in eVa, the Commonwealth of Virginia's centralized registration for firms. For information on eVa registration, click the following url: http://www.eva.state.va.us . In an effort to maximize competition and diversify expenditures, University Purchasing advertises formal solicitations in the eVa, on the Procurement & Payment website, Richmond Times-Dispatch and/or Richmond Free Press as appropriate. General Delegation to Departments Purchase of goods and services less than $5,000 (including freight & handling charges) can be processed at the department level. Departments are advised to seek additional competition whenever there is reason to believe a quotation is not a fair and reasonable price. NOTE: If a procurement of $1,000 or more involves construction, removal, repair or improvement of any building or structure permanently affixed to real property or any other improvement to such real property, the contractor must be properly licensed by the State Board of Contractors. Small, Minority-Owned & Women-Owned Purchases Diversity in expenditures is strongly supported by University Purchasing. The department actively recruits participation by small, minority-owned and women-owned businesses. Departments are requested to give consideration to utilizing these vendors when placing orders within their delegated authority. Prime contractors are encouraged to establish subcontracting arrangements with these firms. Mandatory Sources The Virginia Public Procurement Act and/or the Division of Purchases & Supply require that certain goods and services be procured, where applicable, from designated state agencies or state contracts. Whenever such a mandatory source is designated, the University is required to use that source. Current mandatory sources include:
State contracts issued by Department of Information Technology (DIT). Contracts The authority to sign a vendor contract and commit the University to certain terms and conditions is limited to designated administrators by resolution of the University's Board of Visitors. Departments do not have the authority to sign vendor contracts even within their departmental delegated purchasing authority. University Logos-Trademark Requirements VCU established a trademark licensing program in 1988. The use of the University's names, marks and official logos may only be purchased through an officially licensed VCU manufacturer. Information about the licensing program may be obtained by contacting Dan McDonald (804-828-1180). Tax Exempt Status Virginia sales and use tax shall not apply to tangible personal property for use or consumption by Virginia Commonwealth University, an agency of the Commonwealth of Virginia. A copy of form ST-12, Sales an Use Tax Certificate of Exemption, may be obtained from Operational Support, (804-828-1163). Corporate Purchasing Card The Department of Procurement and Payment encourages utilization of the Corporate Purchasing card for small dollar purchases. The card should be used to purchase goods & services up to $5,000 per transaction. Use of the Corporate Purchasing Card reduces paperwork, transaction costs, and expedites vendor payments. Additional information may be obtained by contacting the Program Administration Team at corpcard@vcu.edu. Order Placement Vendors should not accept orders without an authorized purchase order number unless the department is using the Corporate Purchasing Card. Insurance Requirements Insurance coverage by the contractor is required whenever work or services are performed in or on VCU facilities. Insurance coverage is required at the time of contract award and shall be maintained during the entire term of the contract. For construction contracts, if any subcontractors are involved, the subcontractor shall have workers' compensation insurance in accordance with Sections 2.2-4332 and 65-800 et seq. of the Code of Virginia. All insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. Coverage & Limits Required: Worker's Compensation-Statutory requirement & benefits. Employers Liability - $100,000 Commercial General Liability - $500,000 combined single limit. Virginia Commonwealth University is to be named as an additional insured with respect to the services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability. Automobile Liability - $500,000 Invoices Vendors must submit invoices to VCU's "Bill to" address specified on the purchase order. Failure to send the invoice to the specified "Bill to" address could delay payment. Payment due date is computed thirty days from the date of delivery or performance or from the date a correct invoice is received in Accounts Payable, whichever is later. To ensure prompt payment, invoices must include:
Electronic Funds Transfer Payments can be made to selected contractors through the Commonwealth's Financial Disbursement System using Electronic Data Interchange (EDI) and its connectivity to the automated Clearing House (ACH) network. For information relating to benefits using EDI and eligibility criteria, contact the state Department of Accounts at (804) 225-2382. If a Vendor requires assistance with resolution of a problem(s) related to a purchase order or contract and they are unable to obtain satisfactory resolution with the using department, they should contact the Contract Administration & Compliance Manager, Mr. Fred Delboy at 804-828-0157. Accounts Payable Staff Functions Gifts/Gratuities Vendors shall not offer any gift or gratuity to any Virginia Commonwealth University employee. Parking A valid VCU permit is required for parking in any of the campus lots. The Office of Parking & Transportation should be contacted for parking information (804) 828-8249. Smoking Policies Strict adherence to smoking policies in buildings is required. |
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| Virginia Commonwealth University | Procurement & Payment Date Last Modified: January 14, 2008 Contact Department Webmaster |
10 S. Sixth Street P.O. Box 980616 Richmond, Virginia 23219 Phone: (804)828-1077 |