Choosing the Right Procurement Path
The right procurement method depends on the total contract value, what VCU is buying, and whether competition or an exception applies.
Procurement Services can help identify the appropriate path before a department selects or commits to a vendor.
Request for Proposal (RFP)
Formal process used when VCU needs to evaluate factors beyond price and may negotiate with offerors. Award is made to the proposal determined to be most advantageous to the university.
For professional services RFPs, cost or price is not part of the evaluation criteria.
Invitation for Bid (IFB)
Formal process used when requirements can be clearly defined and award can be based primarily on price. Award is made to the lowest responsive and responsible bidder.
Best Value Acquisition (BVA)
A small-purchase method used when factors such as quality, delivery, experience, and price should be considered.
Request for Quote (RFQ)
A small-purchase method used when requirements are clear and award can be based on the lowest price.
Sole source
Used only when a product or service is practicably available from one source. A written justification and Procurement Services approval are required.
Emergency purchase
Used when an unexpected and urgent situation places health, safety, or public resources at risk. The process may be expedited, but justification and documentation are still required.
Exceptions to competition
Certain defined purchases may qualify for an exception to competition. Requirements and dollar limits vary, so confirm with Procurement Services before assuming an exception applies.
📌 Need help? Contact submit a help ticket in RAMSCentral or email [email protected] before selecting a procurement method or committing to a vendor.
Categories Procurement Services