Information for Vendors

Submission deadlines are listed on this web site for your convenience; however, in the event of conflict or omission dates in the actual solicitation document shall take precedence over this listing.

Vendors intending to submit a bid or proposal in response to a posted solicitation are responsible for reviewing the Open Solicitations page to check for changes in bid or proposal due dates and to download any addendum that may have been issued. Failure to submit signed addenda, where applicable, may be grounds to declare the bid or offer nonresponsive.

The electronic version of the bid/proposal is provided as a convenience. The master printed copy of the IFB or RFP as retained in the procurement file shall be considered the original. Changes made by others will have no effect upon the specifications and/or terms and conditions.

HOW TO DO BUSINESS WITH VIRGINIA STATE AGENCIES

• Register in eVA, the web-based procurement system for the Commonwealth of Virginia.
  
  • Complete the on-line registration at http://www.eva.virginia.gov/vendors/index.htm.
    
  • Pay an annual registration fee of $25.
    
  • Pay a 1% fee on every purchase order received.
    • Capped at $500 for DMBE-certified small businesses
    • Capped at $1,500 if not a DMBE-certified small business
      
• Apply for small business certification with the Department of Minority Business Enterprise (DMBE), if eligible. A small business is defined as a business having 250 or fewer employees and annual sales of $10 million or less averaged over the previous 3 years.
  
  • Complete the on-line application at www.dmbe.virginia.gov.
    
  • Print the application, sign, and mail to DMBE at the address shown on their web page. Include a photocopy of a picture ID of the business owner, typically a driver’s license. Provide any supporting documentation required within 30 days of submission of the signed application.
    
• For procurements up to $5,000, an agency must obtain a minimum of 1 quote from a DMBE-certified small business, if available.
  
• For procurements between $5,000 and $50,000, an agency must solicit a minimum of 4 quotes from DMBE-certified small businesses, if available, via eVA Quick Quote.
  
  • eVA Quick Quote is an on-line bid system for small dollar items. As the name implies, eVA Quick Quotes provide for quick turnaround of solicitations and responses.
    
  • Vendors have an opportunity to respond to eVA Quick Quotes based on the commodity codes the vendor selected during eVA registration. The commodity codes identify the goods and services the vendor supplies.
    
• For procurements greater than $50,000, an agency must solicit 6 quotes, including a minimum of 4 quotes from DMBE-certified small businesses, if available.
  
  • Invitations for Bids (IFB) are issued when an agency can clearly define the goods and services needed. An IFB is a competitive bid awarded to the lowest responsive and responsible bidder. Price is the deciding factor.
    
  • Requests for Proposals (RFP) are used when an agency has a general idea of what is needed, but desires to have vendors propose the best way to meet these needs. An RFP allows the flexibility to consider other factors (work plans, methodology, qualifications, and experience), in addition to price. Proposals are scored by an evaluation committee and competitive negotiations are conducted with the top scorers.
    
• For detailed information on doing business with State agencies, the Department of General Services/Division of Purchases and Supply has published a Vendors Manual. The Vendors Manual may be accessed from http://www.eva.virginia.gov/learn-about-eva/vendors-manual.htm.