Chromebook surplus addendum 1
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Bid and RFP process starting March 31, 2020

As of March 31, 2020, Suffolk Public Schools has transitioned to the EVA Sourcing and Contracting distribution program.  This will allow for all bids and proposals to be turned in electronically.  If EVA allows for electronic submissions on the procurement, you may turn it in electronically.   In order to use this program you must be a registered member of EVA.  Vendors can register for free using the following site:

To register to receive all of our notifications

A written tutorial in responding electronically to bids and RFPs can be found here:

Instructions on how to respond to bids and RFPs online

Supplier Training Videos including how to respond to solicitations online

EVA Customer Care will maintain the following hours during this shutdown in order to assist localities that use EVA and all other state agencies.
                                                           Hours: 8:00AM – 4:45PM MF
                                  eVA Customer Care
                                                            OUTSIDE US: 804-371-2525
                                     Email: [email protected]

Suffolk Public Schools encourages the use of electronic submissions but will accept delivered procurements.  Please note that the school division uses a Post Office Box that is only checked once daily.  It is encouraged that proposers/bidders allow additional time if using the USPS.  

Evaluations will follow the process outlined in the RFP and face-to-face meetings may be substituted for various other means including questionnaires or other methods to evaluate.    

Public bid openings must continue to take place in accordance with the Code of Virginia.  Additional information will be published when a bid is published to this website detailing how we will conduct the bid opening process.  Due to restrictions requiring group sizes, the SPS Purchasing Department may use ZOOM meetings to meet this requirement.  The Department of General Services has offered the guidance regarding the bid opening procedures the state will use to be in compliance with the Virginia Public Procurement Act.  

Furthermore, DGS has provided guidance regarding Emergency Procurement Activities.  Suffolk Public Schools will use established policies and procedures in the use of the emergency procurement activities, including the posting of emergency procurements on this website under the emergency procurement tab found.  

Our goal is to serve Suffolk Public Schools and the taxpayers of Suffolk by facilitating the purchase of high-quality goods and services at a reasonable cost. In addition, it is our responsibility to ensure that all procurements are conducted in a fair and impartial manner and that all qualified vendors have access to do business with Suffolk Public Schools. All purchasing procedures and procurements are conducted in accordance with the Virginia Public Procurement Act.

Bidder Application

To register to receive all of our notifications

For a quick tutorial on how to register with EVA

 Registering will ensure that vendors receive notification of procurements issued for the commodities selected. It is the responsibility of the vendor to maintain and update bidder information.

The Department of Small Business and Supplier Diversity has continuing education on how to respond to bids and proposals for all state agencies and most local governments that use the EVA platform.  Furthermore, SBSD offers a number of other free professional development opportunities to help businesses grow.  To register for these events, please click here.  

Levels of Procurement

  1. Competition is not required when the estimated value of a single order or term contract is $10,000 or less. Pricing at this level may be conducted by the school or department.
  2. Three price quotes via phone, fax or email are required when the estimated value of a single order or term contract is more than $10,000 but no greater than $100,000.
  3. An Invitation to Bid or a Request for Proposal is required when the estimated value of a single order or term contract is expected to be greater than $100,000.
  4. Contracts for Professional services with a value less than $75,000 may be awarded without competition. Competitive negotiations will be used for any professional services greater than $75,000.

Please contact the Purchasing Department if additional information is needed.

Suffolk Public Schools Purchasing Department
100 N Main Street, 2nd Floor
Suffolk, VA 23434
Phone:  757-925-6762

Anthony Hinds, MBA, CPPB
Purchasing Manager
[email protected]