Department of Materiel Managements

Quick Reference Guide

4401 Powhatan Ave., Suite 111 Norfolk, Virginia 23529-0308 Phone 757-683-3105 Fax 757-683-5108

Limited Delegated Authority

Departments may purchase unrestricted open market goods and services valued at $1,999.99 (including freight charges) directly from the vendors using the American Express Card or an LPO. Orders for like goods and services shall not be split into two or more orders (American Express Card or LPOs) to avoid the $2,000 limit. This is order splitting and is prohibited. This guide contains a list of restricted items.

Purchases at $2,000 or Less

Obtain one telephone or written quote and

obtain the goods directly from the vendor. Total cost must include shipping charges. Purchase Method American Express Small Purchase Charge Card (SPCC) Limited Purchase Order (LPO)

A Partial Listing of Restricted Items

Alcoholic Beverages Annual Agreements Maintenance Agreements Service Agreements, including but not limited to cellular and pager contracts. Campus design and construction (this includes any type of renovation, security/fire systems, painting, electrical, building locks, keys, etc.) Carpet (including installation) Computers and computer systems or laptops valued at $2K or greater Equipment Trust Fund (ETF)

Firearms and ammunition Hazardous chemicals and disposal

of the same Narcotics and dangerous drugs or prescription drugs Purchases from foreign countries (due to currency exchange requirements) Purchases from state employees and their families Radioactive materials
This listing does not include all restrictions for the LPO or American Express Card. Please contact Materiel Management for additional restrictions.

Contract Purchases
Using an LPO, Departments may purchase up to $50,000 of unrestricted goods and services against the following valid contracts: Commonwealth of Virginia Old Dominion University VASCUPP (Virginia Association of State College and University Purchasing Professionals)

Purchases from $2,000 to $5,000

Purchase Method

Submit a Purchase Requisition to Materiel Management. A Materiel Management Buyer will solicit the required telephone or written quote.

Purchases from $5,000 to $30,000

Purchase Method Submit a Purchase Requisition to Materiel Management. A Materiel Management Buyer will solicit a minimum of three quotes by phone, fax, or unsealed bids.

Purchases from $30,000 and Greater

Purchase Method Submit a Purchase Requisition to Materiel Management. A Materiel Management Buyer will solicit a minimum of six sources in writing using either competitive sealed bidding or competitive negotiation. Public advertising is required.

Where Can I Get LPO Forms?

LPO forms may be requested by the Budget Unit Director or Custodian of LPOs by mailing or faxing a memo addressed to the Director of Materiel Management. LPO forms will not be sent via campus mail. For additional information contact Materiel Management.

Where Can I Get an American Express Card?

The Department of Materiel Management will issue American Express Small Purchase Charge Cards to individuals who have appropriate purchasing authority and authorization from their supervisors. For additional information contact Materiel Management.

Where Can I Get Purchase Requisitions?

Purchase Requisition Forms are available from the Central Warehouse at no charge. You may obtain a supply by calling 34810.

Special Authorizations
Purchases of some commodities and services require a special authorization signature. Some of those commodities and services includes: Printing (except business cards and forms), furniture, painting, electrical services, etc. For a complete listing contact Materiel Management.

Mandatory Sources
This is partial listing of Mandatory Sources: Virginia Correctional Enterprises (VCE)
Metal and wood furniture Office furniture Office systems Dormitory furniture

Mandatory Sources Contd

VCE (Corprint) - Printing Envelopes (window, regular, and kraft) NCR forms Flat forms Letterhead

For a complete listing of mandatory sources

please contact Materiel Management.

NAEB CODE OF ETHICS

1. 2.

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4. 5. 6. 7. 8. 9. 10. 11. 12.

Give first consideration to the objectives and policies of my institution. Strive to obtain the maximum value for each dollar of expenditure. Decline personal gifts or gratuities. Grant all competitive suppliers equal consideration insofar as State or Federal statute and institutional policy permit. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, and advertisement , or a sample of the product. Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversies to arbitration or other third party review, insofar as the established policies of my institution permit. Accord a prompt and courteous reception insofar as conditions permit to all who call legitimate business missions. Cooperate with trade, industrial and professional associations and with governmental and private agencies to promote and develop sound business methods. Foster fair, ethical and legal trade practices. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional grown among them.