Chapter 22 - IT Competitive Sealed Bidding / Invitation for Bid

Sources for IFBs can be located from conducting an industry market analysis as well as by performing a “Small, Women and Minority (SWaM) Vendor Search” from the list made available by DSBSD (refer to https://www.sbsd.virginia.gov/).

IT solicitations up to $100,000 shall be set aside for qualified DSBSD-certified small businesses including those small businesses owned by women, minorities, service-disabled veterans and micro businesses. If available, four (4) qualified DSBSD-certified small business sources including at least one micro business should be solicited. In estimating the total cost of the procurement, all possible renewal periods on a term contract must be considered to determine if the procurement will exceed $100,000. Set asides do not apply to orders placed against an optional use or mandatory use statewide contracts.

If two or more DSBSD-certified small businesses cannot be identified as qualified to set aside the procurement under $100,000, the procurement file shall be documented with efforts made through eVA and DSBSD to obtain the number of required sources. An award may be made to a qualified, reasonably ranked small business, including a minority- disabled veteran-owned or women-owned small business offeror, if available, that is other than the highest-ranking offeror if the price submitted is fair and reasonable and does not exceed five percent (5%) of the lowest responsive and responsible noncertified bidder. If the set-aside is withdrawn and the procurement awarded to other than a DSBSD-certified small business, the reason shall be documented in the procurement file.

An eVA quick quote will normally be used to solicit bids for IT goods and services (with the exception of telecommunications) for purchases up to $10,000. If available, two or more qualified DSBSD-certified microbusiness sources should be solicited in writing or via eVA Quick Quote. The agency is responsible for determining price reasonableness; refer to Chapter 9 of this manual, Determining Fair and Reasonable Pricing. If no acceptable bids or offers are received, the set-aside may be withdrawn and the requirement re-solicited using competitive, non-set-aside, procedures. If the agency is unable to proceed with the planned set-aside for a micro business, the agency shall document the procurement file to that effect, including stating the basis for that determination.

IT purchases over $250,000, unless delegated, shall be conducted by VITA. These procurements may be set- aside, in whole or in part, for qualified DSBSD-certified small businesses. If these procurements are set aside, a minimum of six (6) qualified DSBSD- certified small businesses, if available, shall be solicited. If the procurement is set aside and the agency receives no acceptable bids or offers, the set-aside may be withdrawn and the procurement re-solicited utilizing non-set-aside procedures.

In addition to the public notice, bids may be solicited directly from potential bidders. Any such direct IFBs shall include businesses selected from a list made available by DSBSD (refer to https://www.sbsd.virginia.gov/).