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University Procurement Department Overview
Mission and Compliance
The goal of the Procurement Department is to meet the university’s needs for goods, services, IT, and construction in a timely manner, ensuring best value at the lowest practicable cost. Our procurement processes align with the university’s Restructuring Management Agreement (RMA) and the Commonwealth of Virginia Procurement Manual for Institutions of Higher Education and their Vendors. These regulations govern all university departments, vendors, activities, and funding sources, regardless of the origin of funds.
Core Procurement Principles
Public procurement is governed by several fundamental obligations:
- Obtain high-quality goods and services at a reasonable cost
- Conduct procurement activities in a fair and impartial manner
- Ensure open access to business opportunities for all qualified vendors
- Prevent arbitrary or capricious exclusion of any responsible and responsive bidder
These principles are critical to maintaining transparency, competition, and fairness in all university purchasing activities.
Competition Requirements
To ensure transparency and competition, Virginia Tech requires specific solicitation procedures based on dollar thresholds:
| Purchase Amount | Required Procurement Method |
|---|---|
| $0-$10,000 | Single quote encouraged; competition not required but preferred for best value |
| $10,000.01-$200,000 | Minimum of three (3) written quotes, use of a cooperative contract, or an approved waiver of competition |
| Over $200,000 | Formal competitive sealed bidding or Request for Proposals (RFP) issued by the Procurement Department or an approved waiver of competition |
Note: Only the Director of Procurement, or their designee, has the authority to approve a waiver of competition.
Service Level Expectations
Thanks to the decentralization and automation of purchasing through HokieMart, procurement procedures have been significantly streamlined. The Procurement Department aims to process requisitions valued between $0-$200,000 within five (5) business days of receipt, barring any complex negotiations or special requirements.
For higher-value or more complex procurements, such as those requiring a Request for Proposal (RFP) or further University review, additional time should be expected to allow for thorough evaluation and contract negotiation. Regardless of the purchase size or complexity, a Procurement buyer will contact the department requisitioner within 48 hours after the requisition has cleared all workflow steps and entered the Procurement Approval queue in HokieMart for processing.
Checks and Balances
The university’s procurement systems are continuously reviewed and improved to uphold a structure of checks and balances that ensures responsible and compliant purchasing practices. All individuals involved in the purchasing process are expected to:
- Follow established policies, procedures, and guidelines
- Act with integrity and accountability
- Serve as responsible stewards of university resources, regardless of the source of funding
Upholding these standards supports the university’s mission, maintains public trust, and ensures compliance with state and institutional requirements.