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Purchasing Procedures
Purchasing



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Chesterfield County Public Schools
Purchasing
Purchasing Procedures

Purchasing Procedures 

  • Goods/Services - $5,000 or less  
    • Delegated to using departments/schools.
  • Goods/Services - over $5,000 but less than $10,000  
    • Competition is at the discretion of the Purchasing staff. Price quotations from minority-owned businesses, women-owned businesses, or business located in Chesterfield County are encouraged.
  • Goods/Services - $10,000 but less than $30,000  
    • Competition must be sought from a minimum of three valid sources which shall include a minimum of one vendor located in Chesterfield County or one vendor who is considered to be a minority-owned business or women-owned business, unless circumstances make this impossible.
  • Goods/Services - $30,000 but less than $50,000 
    • The Purchasing Department is solely responsible for obtaining quotes on behalf of the departments/schools. Competition must be sought from a minimum of four valid sources, in writing, utilizing a Request for Quotation or an Informal Request for Proposal. Purchasing staff shall include a minimum of one vendor located in Chesterfield County or one vendor who is considered to be a minority-owned or women-owned business, unless circumstances make this impossible.
  • Goods/Services - $50,000 or more 
    • When the estimated sum of an individual purchase or the estimated aggregate or sum of all phases reaches or exceeds $50,000, competition must be sought, in writing, utilizing an Invitation for Bid or a Request for Proposal.  Purchasing staff shall include a minimum of one vendor located in Chesterfield County or one vendor who is considered to be a minority-owned business or women-owned business, unless circumstances make this impossible.  In addition, vendors are also selected from the appropriate commodity list that is maintained by the Virginia Department of Minority Business Enterprise.

 Delivery 

The county desires that all items ordered be delivered F.O.B. destination, as ownership will not be accepted until items are received as ordered. All packages or shipping containers must bear the Purchase Order Number and the Ship-To Location as indicated on the Purchase Order. The county reserves the right to cancel orders or any part thereof, without obligation, if delivery is not made by the time specified and committed.