1. Who can use a state contract?

The majority of state contracts are open for use by localities and state agencies. You can see the available contracts on the contract summary listing on eVA (www.eva.virginia.gov). This listing indicates who can use the contract. There is also a link to the contract where further ordering information can be obtained. Additional questions should be directed to the buyer that is listed. 

4. When do I need to apply the state’s mandatory reciprocity preference law?

The state’s mandatory reciprocity preference law is to be used when the low bid is from a vendor that is located in a state that has a state preference that favors its state’s vendors.
The preference may be in the form of an absolute preference or a percentage preference. Buyers shall apply the preference law when the low bidder is from a state that has a preference and the next low bid is a Virginia bidder.
Example of an absolute preference: Preference for works of art by Arkansas artists when purchasing or commissioning artwork for a state agency building to be constructed or renovated.

This preference would not allow Virginia businesses to receive awards in Arkansas for artwork to be placed in state buildings.

Scenario: Agency X issues a Quick Quote for an oil painting of the Capital for the lobby of their building. The low bid is from Arkansas and the next low bid is from a Virginia bidder. In this case the low bid would be declared non-responsive and the award would be made to the Virginia Bidder.

Example of a percentage preference: Governmental bodies shall apply a 5% preference to agricultural products produced in Colorado by a resident bidder when the product is suitable and available in sufficient quantity.

Scenario: Agency X issues a Quick Quote for fresh fruit. The low bid is from Colorado and the next lowest bid is from a Virginia bidder. In this case the buyer needs to increase the Colorado bid by 5%, and if the next lowest bid is from Virginia and is lower than the adjusted bid from Colorado, the buyer shall award to the Virginia bidder.
  

7. What is the official form to notify vendors of contract non-compliance?

8. What is a Cure Letter?

9. Is a Cure Letter always required?

No, a buyer/contract administrator can ask for a cure verbally, by e-mail or with the Procurement Complaint form.

10. Can a state debarred vendor do business with local governments and other political subdivisions?
 

A state debarred vendor can do business with local governments and other political subdivisions; however, local governments and other political subdivisions may refer to the state's debarment list to help determine the responsibility of a vendor.

11. A vendor has complained that a Buyer is selecting the incorrect address for the vendor - but the Buyer confirms that the PO was created with one address but when the vendor receives notification (generated via Ariba) of the PO a different address (from the one on the Buyer's PO) is shown. What could be causing this problem?

12.  I am trying to determine if there is an existing contract for a service that I can use --- there is not one listed on the "State Contract" listing on the eVA homepage - how can I search?

Some approaches:
(1) On the eVA homepage select "Public Reports & PPEA Opportunities" - then try searching by commodity code - eVA Prod 160_X01_v7 - "Order Summary with NIGP Commodity Code Search".

(2) If you know a vendor who may provide the service - use eVa Prod_106 - "Vendor Purchase Order Report" to get to the Buyer/agency.

(3) If you think that a particular agency may have done a contract and if you have a "Buyer Login" on the eVA homepage - login - if you have access to the Tab "Advanced Tools" select Prod_17 - and search that agency.

13. When I search requisitions in the eMall, sometimes there is a long list and I have to use the scroll bar to get to the bottom of the list.  Is there a way to see a list of search results without using the scroll bar?

Yes, with the latest version of search results you have the option to export the current page to Excel. This allows you to see the list of results in one spreadsheet. Click on the "Table Options Menu" Icon on the right side of the screen. This gives you several options for displaying the list, including exporting the results to an Excel spreadsheet.

16. How do you make changes to a purchase order? 

All changes are made from the PR stage. Simply log in, go to the eMall (Shop Now), select status and then click on and open the appropriate PR. Click the PR and the selections will be displayed at the top of the page. (Change, Cancel, Receive and Print. Yes, you can simply print the PR here which really doesn't change anything!)

17. When issuing solicitations pertaining to printing, occasionally we have a need to visit a contractor’s production facility. This could be for inspecting printing proofs, production runs of printed publications, production runs of fabric to check color consistency, etc. We would like to use a mileage restriction to minimize time and expense while we are out of the office, but wonder if there are any special terms and conditions or recommended specification language that would not limit competition.

DPS has found success in adding a travel allowance clause to the solicitation. The clause does not limit competition, but takes travel costs (meals, lodging, transportation, salary) into consideration when an award is made. Knowing time away from the office is an expense to the taxpayer, the vendor community has been much more receptive to this requirement than a mileage restriction.

If you are interested in finding out more about how to include this clause in one of your procurements, contact Warren Mitchell at DP&S at 804-786-3858.