UMW Policies and Procedures
It is the design and purpose of the University of Mary Washington Department of Purchasing to assist the college community in the procurement of all goods and services. Procurement shall be carried out in an effective, economical, fair and impartial manner. All procurement, regardless of fund sources, shall be subject to the laws and regulation of the Virginia Public Procurement Act, the Agency Procurement and Surplus Property Manual,and University procedures.
No employee shall contractually commit the University without receiving prior authorization.
The Purchasing Department uses one of the following methods to procure University goods and services depending upon the type of purchase and the estimated cost.
PURCHASE OF GOODS & PRINTING AND PURCHASE OF SERVICES
Estimated Cost |
Procedures |
Estimated Order Lead Time* |
| Up to $5,000 | Campus buyers must obtain one documented quote from a DMBE-certified SWAM vendor. Use of the Purchasing Card (GE MasterCard) is encouraged up to $5,000. | 1 to 3 days |
| Over $5,000 up to $50,000 | Contact Purchasing for any purchase over $5,000.00 | 7 to 15 days |
| Over $50,000 | Requires the preparation of a formal solicitation and the acceptance of sealed bids following public advertisement. Contact the Purchasing Department for more information. | 60 to 90 days |
*Lead times may vary depending on the complexity of the order.
Exceptions |
Procedures |
| Emergency | ALL emergency purchases require written designation signed by the agency head or designee. Immediate action may be taken to protect personal safety or property. Other emergencies, seek competition to the extent possible. |
| Sole Source (Unlimited dollar amounts) | Requires written justification approved in advance by the Director of Purchasing. Orders over $50,000 require approval from DGS/DPS. |
| Used Equipment up to $50,000 | Competition is not required. |
PURCHASE REQUEST REQUIREMENTS:
- All purchases estimated to be greater than $5,000 must be forwarded to the Purchasing Office for placement.
- Splitting orders of like items to circumvent the dollar limitation provided above is strictly prohibited.