Make a Purchase
Purchasing goods and services for VCU requires compliance with VCU policy and an understanding of the procurement process. This section provides end-users with the information and resources necessary to fulfill purchasing duties.
VCU Procurement Wizard
Find the right path for your purchase in under a minute.
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If you already know what you need, skip the wizard.
Search existing contracts
Cooperative and VCU contracts often satisfy the competition requirement. Always check first.
Procurement methods reference
Detailed guide to BVA, RFQ, RFP, IFB, sole source, emergency purchases, and all 39 exceptions to competition.
Receive in RealSource
After your goods or services arrive, complete receiving so the invoice can be paid promptly.
Commodity-specific guides
Some purchases have rules or programs the wizard surfaces as overlays. Browse them directly here.
Technology & software
IT Security risk assessment required regardless of method.
Gift cards
High-risk rules; recipient documentation and 1099 reporting.
Amazon Business Prime
VCU's tax-exempt account; not your personal Amazon
Equipment Maintenance
Specialty Underwriters, Remi, and other established programs.
Customs broker
International shipping; engage early to avoid delays.
VCU Qatar
Different procurement rules; use the VCUQ guide instead.
Preferred suppliers
Office supplies, copiers, fuel, furniture, and other routine purchases.
Procurement methods reference
The wizard will route you through these decisions. This section is for users who want to understand the full process. Click any heading to expand.
Total Contract Value is the full estimated cost of your purchase including the initial term and any potential renewals — not just what you’ll spend in year one.
Example: a 1-year contract at $50,000 with two 1-year renewal options at $50,000 each has a TCV of $150,000, not $50,000.
The TCV determines the competition threshold and procurement method required. Always calculate it including all potential renewals before submitting.
Cooperative procurement (any TCV)
Use existing contracts established by other public entities (state, national associations). Often the fastest path. Work with Purchasing to identify and use the cooperative contract.
Sole source (over $10,000)
For products or services available from only one source. Requires market analysis and a written justification. Typically 5–15+ days after submission. Submit the Sole Source Justification Form.
Emergency (over $10,000)
For urgent purchases where delay would cause serious harm. Can be expedited to 1–5+ days depending on urgency and Purchasing’s approval process. Justification required.
State-certified firm spot award (under $200K)
A one-time, non-recurring purchase from a state-certified small or diverse business. Encourages SWaM participation. Typically 1–10+ days.
Up to $10,000 — delegated authority
Departments can purchase directly via RealSource or P-Card. Make sure pricing is reasonable and document the transaction. This isn’t routed through Procurement Services.
$10,000 to $200,000 — small purchase
Submit a requisition in RealSource. Purchasing manages either:
- Best Value Acquisition (BVA) — award based on multiple criteria (quality, delivery, vendor experience), not just price. Requires soliciting at least four state-certified firms. Typically 15–60+ days.
- Request for Quote (RFQ) — award based on lowest price. Requires soliciting at least four state-certified firms. Typically 5–15+ days.
Over $200,000 — formal procurement
Submit an over-$10,000 requisition in RealSource. Purchasing conducts:
- Request for Proposal (RFP) — competitive proposals, awarded on multiple criteria. Involves public posting and evaluation. Typically 90–125+ days.
- Invitation for Bid (IFB) — competitive sealed bidding, awarded to the lowest responsive, responsible bidder. Requires clear specifications. Typically 45–90+ days.
VCU has categorical Exceptions to Competition (ECs) that let you skip the standard solicitation with a brief justification. Reference the exception in your requisition (for example: Honoraria exception — invited speaker) and Purchasing will review.
Arts, events, and media
- Speakers and performing artists (Unlimited)
- Performing arts and media services (writers, musicians, designers, choreographers, photographers, videographers, related social media) ($200K)
- Arts and exhibitions (rental fees for historical artifacts or original works of art) ($200K)
- Advertisements (newspapers, magazines, journals, radio, TV, social media, digital platforms) ($200K)
- Game officials (referees, officials, umpires for athletic events) ($200K)
- TV and radio (programs where stations are selected for market demographics) ($200K)
Education and research
- Educational institutions (federal, state, public bodies, academic institutions, non-profits) (Unlimited)
- Books and subscriptions (print, electronic, films, streaming, when only available from the producer or protected distributors) ($200K)
- Registration fees (conferences, courses, seminars, training, tuition) ($200K)
- Academic, enrollment, and research consulting and related services ($200K)
- Academic testing and evaluation services ($200K)
- Training, instruction, and workshops ($200K)
- Equipment testing or evaluation ($200K)
- Accreditation fees ($200K)
Travel and conferences
- Foreign group travel (Unlimited)
- Conference facilities and services (where the facility has exclusive providers) (Unlimited)
- Participation in intercollegiate athletic tournaments and events (Unlimited)
- International purchases consumed in the country of purchase ($200K)
Equipment and maintenance
- Used equipment (Unlimited)
- Maintenance and repair for high-cost, sophisticated equipment with no known competitor ($200K)
Health and professional services
- Legal services (with Attorney General consultation), expert witnesses (Unlimited)
- Transplants, related transplant services, and implants ($200K)
- Medical and health services (hospitals, clinics, licensed providers) ($200K)
- Facilitators and mediators ($200K)
- Pharmacies in student in-service programs and medical residencies ($200K*)
Technology and utilities
- Utilities (electricity, natural gas, water, etc.) (Unlimited)
- Specialized software, SaaS, websites, plugins, electronic databases, software maintenance and upgrades ($200K)
Other
- Memberships and association dues (Unlimited)
- Grant sub-awards (sponsored research) (Unlimited)
- Royalties (Unlimited)
- Government-to-government purchases (Unlimited)
- Special sectors (Dept for Blind, sheltered workshops, public/private educational institutions) (Unlimited)
- Honoraria ($200K)
- Sponsorships, donations, contributions ($200K)
- Pass-through procurements (e.g., alumni functions reimbursed by alumni) ($200K)
- Real estate leases ($200K)
For purchases up to $10,000
- Issue a purchase order in RealSource, or use a P-Card if eligible.
- Retain documentation; attach to RealSource when applicable.
- If a vendor agreement needs signing, submit a contract request in RealSource (managed within Contracts+).
For purchases over $10,000 with competition
- Submit a requisition in RealSource. Purchasing manages the BVA, RFQ, RFP, or IFB.
- Provide complete specifications — clearer specs mean faster turnaround.
- Confirm the vendor (if known) is set up in eVA & RealSource.
For purchases over $10,000 with an exception or alternative method
- Submit a requisition in RealSource with a brief justification (for example:
Sole source — only one vendoror referencing the EC). - Purchasing will review and approve if it qualifies.
Contract review (any TCV)
- For under $10,000: departments initiate a contract request directly in RealSource. The request routes to the VCU Contracts team and the executed contract is stored in Contracts+.
- For over $10,000: your assigned buyer coordinates with the VCU Contracts team. Submit your requisition with any draft agreements attached.
Reference and training
Need help? Submit a ticket through RamsCentral: VCU IT Self Service > Enter IT Portal > Submit a Request > Procurement Services. Open RamsCentral →