"Frequently Asked Questions"

01. Q. What is my delegated purchasing authority?

A. - General departmental purchasing delegation is $5,000 per transaction. However, if a department has ongoing requirements for goods/services which will exceed their delegated authority, a term contract should be established through University Purchasing.

02. Q. Is a specific commodity/service on contract?

A. - A listing of VCU and State contracts are available on Procurement and Payment's website.
http://www.vcu.edu/procurement/termcontracts.pdf *
http://www.vcu.edu/procurement/itindex.htm
http://dps.dgs.virginia.gov/dps/

03. Q. How long will it take to get my products/services?

A. - It is University Purchasing's goal to expedite the flow of goods and services, while complying with many State requirements which may cause delays in the procurement process. The following chart provides basic information for the different processes which are used. Where a bid process is required, a copy of the solicitation, which indicates an issue and closing date, will be forwarded to the "contact person/contract administrator" specified on the on-line requisition.

The "estimated order lead times" on the chart are approximate and should be used as a guide to assist in planning (vendor lead time is not included in the chart, but should be considered in the planning process). Procurements of goods or services through the use of Request for Proposals (RFP) may add significantly to the order lead time. In addition, it is important to note that insufficient specifications provided by the requester and evaluation team delays may also add to the order lead time.

 
Purchase Procedures for Goods or Services

Estimated Cost	Procurement Requirements	Estimated Order Lead-time (Business Days)
$ 0 -$5K	University Purchasing or University Department obtains and document a minimum of one written or telephone quotation. University Purchasing encourages departments to solicit minority and/or woman owned business.	5 days
$5,001 -$50K	University Purchasing solicits a minimum of four written or telephone quotations or written proposals.	10 days(quotes) 30 days(offers)
$50,001+	University Purchasing solicits a minimum of six written, sealed bids or proposals. Advertising in the Virginia Business Opportunities is required.	40 days(IFB) 90-120 days(RFP)

04. Q. If a better airfare can be obtained through an alternate method of purchasing airline tickets, can I buy my own and get reimbursed?

A. - Yes. The traveler may use his/her Corporate travel card or a personal credit card to purchase the ticket, however the traveler is not reimbursed until the trip is completed and proper travel reimbursement documents have been submitted.

05. Q. What is the Corporate Purchasing Card and how do I get one?

A. - The Corporate Purchasing Card is available to University employees. The Corporate Purchasing Card is intended to streamline the procurement and payment process for small purchases. Use of the Corporate Purchasing Card will eliminate requisitions and shift paper processing to the card provider. The Corporate Purchasing Card is intended for faculty and staff who have a recurring need to purchase low dollar goods and services.

Cards will be issued to individuals designated by their Dean, Director or Department Head. The card will be issued in the name of that designated individual. The cardholder must sign a Corporate Purchasing Card Employee Agreement located on Procurement and Payment's website at : http://www.vcu.edu/procurement/cpc.htm

06. Q. How do I identify minority-owned businesses for my purchases?

A. - You may call any member of the buying staff to locate minority-owned businesses or utilize the information link provided on Procurement and Payment's website at: http://www.dmbe.state.va.us/cgi-bin/search.cgi.

07. Q. From vendors: How do I obtain a procurement solicitation or has a solicitation been awarded?

A. - Solicitations may be accessed online at www.vcu.edu/procurement/bid_rfps.htm or by contacting Bid Tabulation at 804-828-1163 or fax 804-828-8556. The solicitation reference number must be provided to Bid Tabulation.

The buyer handling the project should be contacted to obtain information on the status of a solicitation.

Vendors may also obtain information about "How to Do Business with VCU" from Procurement and Payment's website at: http://www.vcu.edu/procurement/business.htm.

08. Q. What information is required for a sole source purchase?

A. - Documentation to support the purchase is required. Refer to information provided at: Sole Source Facts & Guidance

09. Q. What do I do if I am experiencing contract problems, like late deliveries, late invoicing, no response to telephone service calls, Vendor or Contractor not performing to the purchase order or contract specifications?

A. - From time to time University employees require assistance with establishing contractor oversight procedures or with resolution of problems with a purchase and/or contract for which they are unable to obtain satisfactory resolution. For assistance with contract administration procedures or compliance matters, contact Fred Delboy at 804-828-0157.

10. Q. How do I buy a cell phone and related services?

A. - See Appendix 1 "University Cell Phone Policy and Procedures" in VCU Financial and Budget Administration Policies and Procedures (Section 6 - Purchasing Activities) at http://www.vcu.edu/procurement/Chap_6a.pdf *.

* Adobe Acrobat Document. For assistance click here.