Welcome!Welcome!

How to Sell to the How to Sell to the CommonwealthCommonwealth

Published: June 2011Published: June 2011

Introduction to eVA & VA’s Purchasing Policies

Published: June 2011Published: June 2011

www.eVA.Virginia.gov

What is eVA?What is eVA?

The tool used by the The tool used by the CommonwealthCommonwealth

for all for all

purchasing activitypurchasing activity..

171+ state agencies, colleges & universities

575+ local governments

22,000+ eVA Users

Announce bidding opportunities

Get quotes

Place orders for goods/services

Understand Purchasing PolicyKnow Where eVA Buyers ShopFind Your Niche

To Be SuccessfulTo Be SuccessfulYou Need to…You Need to…

Purchasing CyclePurchasing Cycle

Buyer works with the

“end user” to determine what

is needed

IDENTIFYREQUIREMENT

DEVELOPSPECIFICATIONS/ STATEMENT OF

WORK

DETERMINEPROCUREMENT

STRATEGY

SOLICIT/ EVALUATE

BIDS/PROPOSALS

NEGOTIATE WITH

SOURCE(S)

AWARD CONTRACT/

RESPOND TO PROTEST(S)

ADMINISTER CONTRACT

Vendors ManualVendors Manual

Chapter 2 has information about:(2.3) Small Purchases(2.4) Sealed or Formal Bids(2.6) Competitive Negotiation

Access the Vendors Manual (FREE) from the Vendor tab of the eVA website, which

provides detailed information about VA’s

purchasing rules

Purchases $100,000 & under$100,000 & under

$5,000 & under = Single Quote

Over $5,000 - $100,000 = Competitively Bid

Must be set aside exclusively for DMBE-certified small businesses (unless exempt!) for $50,000 and under

Price must be fair and reasonable or agency must obtain additional quotes (which can be from non-DMBE small business in some instances)

Small Purchase PolicySmall Purchase Policy

Where eVA Buyers Shop-Where eVA Buyers Shop-eMall (ShopNow)eMall (ShopNow)

eVA Buyers typically shop the eMall for purchases

$5k & under

One (1) single written or telephone quote is required from a DMBE certified small business

eVA Tools: eVA Tools: CatalogsCatalogs

Be More Visible • There are more than 170 agencies, almost 600 localities, and over

22,000 eVA users! It’s Free Advertising!

• Tell Buyers who you are and what you sell Easy, Fast Ordering

• Make shopping easier for your customerso Buyers pick & click instead of typing

• Help Buyers tell you exactly what they want• Receive orders faster

o e-Mailo Faxo Electronic

Make it Fit Your Business• You Chose How Buyers ‘Shop’ with You

o Connect to your websiteo Show price list o Ask to be contacted for pricingo All of the Above

Create a Catalog for the eMall (ShopNow):

Where eVA Buyers Shop–Where eVA Buyers Shop–Quick QuoteQuick Quote

Electronic bidding process for purchases typically over $5k - $100k.

You’re notified automatically via email or fax—IF matching Commodity Codes & Service Areas!

Agencies must use Quick Quote to solicit bids from at least four (4) DMBE-certified small businesses

Quick quotes are open for a minimum of three (3) days to allow vendors to respond

Purchases over $100,000over $100,000 Sealed Bidding

– Competitive Sealed Bidding (IFB-Invitation For Bid)• Specific terms • Detailed specifications• Awarded based on price

– Competitive Negotiation (RFP-Request for Proposal) • Vendor proposes solution• Two (or more) offers are selected for negotiation that are fully

qualified & best suited• Award is made to best overall proposal, which may or may

not be the lowest price

Large, Complex Large, Complex Purchase RulesPurchase Rules

Where eVA Buyers Shop-Where eVA Buyers Shop-VA Business Opportunities VA Business Opportunities (VBO)(VBO)

Search by Keyword, Category, Type, etc.

At-a-glance view of solicitation details, including Buyer Contact Information

Electronic posting for solicitations typically over $5,000

You’re notified automatically via email or fax—IF matching Commodity Codes!

RFPs are also advertised in local newspapers

Free Public AccessFree Public Access

Access to Detailed Information including Attachments, etc.

VBOVBO

Only Vendors registered as “Premium” receive

notifications by email/fax (FREE to register)

Demand: Do state & local gov’t entities buy what you sell?

Have you identified which buyers need your product/service?

Have you looked at your competition?

Find Your NicheFind Your Niche

eVA’s Free Tools Can Help You…

Step 1: NIGP Look Up (Demo)Step 1: NIGP Look Up (Demo)

Commodity Codes•Describe your products/services•Tell eVA Buyers what you sell

•Match you with bid opportunities

Step 2: FREE Public Reports (Demo)Step 2: FREE Public Reports (Demo)

Tour the eVA website!Tour the eVA website!

Get Registered!Get Registered!

What you need to register…

Federal Tax Identification Number (TIN) – The 9 digit TIN or Social Security number that identifies your organization

DUNS number – Required for e-commerce. This free 9 digit number is issued by Dun & Bradstreet and identifies unique locations within a given company

Addresses and Contact information

Commodity Codes & Service Areas

If you chose to receive orders electronically remember to register with Ariba!

It’s Free!!It’s Free!!

Vendor Account BasicsVendor Account Basics

Registration Levels (FREE to register)Basic—DO NOT send me bid noticesPremium—DO send me bid notices• E-Mail• Fax• Postal Service (the Buyer is responsible for

notifying you)

Service Areas• Tell eVA Buyers where you sell• “10”—choosing Statewide increases

your opportunities

Automatic notifications by e-mail & fax

Solicitations = Bidding Opportunities

With eVA …eVA Customer Care 1-866-289-7367 or eVACustomerCare@dgs.virginia.gov

Online www.eva.virginia.gov eVA Order TermsVendor ManualVendor ResourcesTutorials & More!

Need Help?Need Help?

Doing Business with the Commonwealth…Dept. of Business Assistancewww.vdba.virginia.gov or 1-866-248-8814

Dept. of Minority Business Enterprisewww.dmbe.virginia.gov or 804-786-6585