Sole Source Procurement | Proprietary Purchase
The Office of Procurement Services handles spot purchases, the one-time purchase (usually of goods) and develops contracts (usually for services). The staff also manages purchasing transactions exceeding $5,000 that require competitive solicitation.
Solicitations may be made by:
- QuickQuote, an informal bid process generally used for procurements with a projected value up to $50,000;
- Invitation for Bids (IFB), used when the commodity or service can be clearly defined and price is the determining factor in the award;
- Request for Proposals (RFP), used when the commodity or services cannot be clearly defined and/or when factors other than the price have a greater value in the outcome and negotiations are necessary (RFP is not normally used in the procurement of goods); and
- Best Value Acquisition (BVA), a process similar to RFP in allowing negotiations and multiple evaluation criteria and is effective in consideration of useful life or ongoing maintenance costs that may not be readily visible in the initial purchase price.
A sole source procurement is authorized when there is only one source practicably available for the goods or services required. Competition is not available in a sole source procurement (see proprietary specification below). Sole source goods or services are provided or manufactured by a specific manufacturer and are only sold directly to the University without distributors. However, a manufacturer may have one designated territorial or authorized distributor set up to sell that manufacturer's goods or services.
When the requesting department believes that only one source exists for a specific item or service, a completed Sole Source document (MS Word) must be submitted to the Office of Procurement. Sole source justification based solely on a single vendor's capability to deliver in the least amount of time is not considered a valid basis for determining a sole source procurement. In your statement, you must address the following items:
- Explain why this is the only product that can meet the needs of the Purchasing Agency.
- Explain why this vendor is the only practicably available source from which to obtain this product or service.
- Explain why the price is considered reasonable.
The director of the Office of Procurement has approval authority for sole source procurements up to $10,000. Sole source procurements greater than $10,000 are reviewed by the director of the Office of Procurement and, if recommended for approval, are forwarded to the Chief of Staff for final approval. All sole source procurements over $10,000 are reported to the Governor's office.
Proprietary PurchaseA proprietary purchase occurs when the product required is restricted to the manufacturer(s) stipulation but is sold through several distributors by competitive bidding. A proprietary specification is normally used only when the product or services must be compatible with existing products or services. Some examples include prequalification of products necessary to support specific needs of a program because the use of any other similar piece of equipment would require considerable reorientation and training. A proprietary specification restricts the acceptable products to those of one or more specified manufacturers. Upon solicitation, every effort must be made to obtain full competition among the distributors who carry the manufacturer's product.
The Commonwealth of Virginia is required to purchase certain commodities from mandatory sources as listed below. If you desire to purchase these items through another source, you must first obtain a release from the Office of Procurement Services.
VCE - Virginia Correctional Enterprises
VCE is the mandatory source for office furniture, seating, printing, embroidery, clothing, textiles and work boots.All orders must be placed through our department (do not contact VCE directly).
VIB - Virginia Industries for the Blind
VIB is the mandatory source for writing instruments, pillows, mattresses, gloves (exam, latex, vinyl, nitrile, high risk EMS), mop heads and handles, spices, tea, contract office services (not including temporary employment services) and mailing services.
VDC - Virginia Distribution Center
VDC carries a wide variety of staple goods, frozen/canned food products, janitorial supplies and paper products. A convenient punchout catalog is available through eVA.
University Contracts
Contact our office for a list of these contracts.
CNU business cards, computers, printers and copiers
CNU Business Cards
Business cards are to be ordered through the Purchasing Office.
Technology Related Equipment: Computers, Printers, Hardware, Software, Peripherals
All technology-related equipment is to be bought through each department, with prior approval from IT.
Copiers
All copiers are on state contract and must be procured through the Purchasing Department. Any servicing needs that your copier requires may be on a departmental level.If you are unsure about mandatory source and any item you wish to purchase, feel free to contact our office for further assistance.
Printing / Publications
Please contact our office about paying for the printing of a publication.
State Contracts
State contracts carry a variety of items that you can search at the eVA website. Some contracts are mandatory, some optional. Simply search for your commodity under "description" if you are unsure if a state contract exists for the desired good or service. If you make a purchase using a state contract, be sure to reference the contract number in the appropriate field in eVA.
What you can buy
- Your Purchasing Card must be used for official CNU business purchases only.
- You may never use your card for personal expenditures, for cash advances, or to obtain "store credit."
- You may not use the card to purchase restricted items.
- You may not use the card to purchase commodities marked as restricted for the card on the Goods & Services Procurement Guide.
- Resident Assistants may only purchase from a list of approved vendors.
When presenting your card to make a purchase, please tell the vendor that CNU is a tax-exempt organization.
How much you can spend
There are strict limits on how much you can spend per transaction, per month and per non-contract vendor within a one-year period. Your individual spending limit has been set by your department (up to a maximum of $4,999 per transaction and $7,500 per month). If you have any questions, please contact the Office of Procurement Services.
Things you should never do
- Never put your full credit card number or your date of birth in a fax, email or email attachment. If needed, you may include the last 4 digits of your card number.
- Never allow another person to use your card.
- Never split a purchase in order to circumvent established spending limits.
- Never exceed the established limits for your card.
This Policy outlines the authority and responsibilities of university administrative personnel with regard to executing and reviewing contracts. As contracts may originate from a vendor or from a department within the University, this policy establishes the guidelines for establishing a contract on behalf of the university.
Generally, individual employees of the University have no authority to execute a contract on behalf of the University. If an individual employee executes a contract on behalf of the University without express written authorization, the individual employee will be held personally liable.
Full Policy (pdf)
The Materiel Management Policy Guide is established under the authority of the Department of General Services, Division of Purchases and Supply, section 2.2-1111 of The Code of Virginia, Agency Procurement and Surplus Property Manual and University policy and procedures as approved by the President of Christopher Newport University.
The Mission of the Materiel Management Department is to support University departments / activities through the procurement of high quality goods, printing and services at a reasonable price and in a manner that is fair, open and impartial to Contractors desiring to do business at the University. The department, which includes the Central Warehouse, and Mailroom is also responsible for contract administration, contract compliance and evaluation, receiving, shipping, central stores and the acquisition and disposal of state and federal surplus property.
Comments, suggestions, and questions of interpretation are always welcomed and should be addressed to the department.
