Purchasing

SURPLUS AUCTION - FOOD SERVICE AND JANITORIAL SUPPLIES SEE LINK FOR INFORMATION
https://bid.auction757.com/cgi-bin/mmlist.cgi?freeman1/category/ALL


Coronavirus (COVID-19) Bid and RFP process    starting March 31, 2020


Due to the closing of public schools in the Commonwealth of Virginia by Governor Ralph Northam, Suffolk Public Schools will enact the following temporary procurement procedures in order to allow for a fair process and will ensure that bids and proposals are received by the required time and dates.  

RFP numbers 1743 and 1745 will be cancelled and re-issued under new numbers during this time.  Any proposals in transit or may have been received have not been opened and will be required to be resubmitted using the new process.  The scope of services will not change but the submission requirements will change under these emergency procedures.  All other current procurement activities (bids and RFPs) remain unchanged and are currently being evaluated.  

Starting on March 31, 2020, Suffolk Public Schools will transition from EVA VBO distribution to the EVA Sourcing and Contracting distribution program.  This will allow for all bids and proposals to be turned 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

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
                                      1-866-289-7367
                                                            OUTSIDE US: 804-371-2525
                                     Email: eVACustomerCare@DGS.Virginia.gov

In addition to the electronic submission requirement, and in order to provide as much access as possible, a member from Suffolk Public Schools Purchasing Department will be onsite at 100 North Main Street, Suffolk VA 23434 several times during the open period for each procurement activity to take your paper bid or proposal and provide a receipt.  Please note the times found in each procurement opportunity to drop off your bid or proposal.  

DUE TO THE NATURE OF THE OFFICES BEING CLOSED AND THE REQUIREMENT OF RECEIVING PROPOSALS AND BIDS BY THE CLOSING TIME OF EACH PROCUREMENT, SUFFOLK PUBLIC SCHOOLS WILL NOT ACCEPT SUBMISSIONS BY MAIL, UPS, FED EX OR ANY OTHER MAIL SYSTEM.  ANY BIDS OR PROPOSALS RECEIVED BY MAIL WILL BE RETURNED UNOPENED.  


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 ensure that Suffolk Public Schools maintains a meeting place of 10 or less.  

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 groups to be ten or less, the SPS Purchasing Department plans on using ZOOM meetings to meet this requirement.  The Department of General Services has offered the following guidance regarding the bid opening procedures the state will use to be in compliance with the Virginia Public Procurement Act.  

Guidance from DGS regarding bid opening options

Furthermore, DGS has provided additional 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.  

Declaration of Emergency and use of emergency procedures


Should you have any questions, please feel free to contact me

Anthony Hinds, MBA, CPPB
Purchasing Manager
anthonyhinds@spsk12.net

---- End of Covid 19 Response Changes

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 are 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.

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 $30,000 or less.
  3. Written price quotes from four qualified vendors or an Informal Request for Proposal or Request for Quote is required when the estimated value of a single order or term contract is more than $30,000 but $100,000 or less.
  4. 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.
  5. Contracts for Professional services with a value less than $60,000 may be awarded without competition. Competitive negotiations will be used for any professional services greater than $60,000.

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
anthonyhinds@spsk12.net

 

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