16.2 Sole source procurement process requirements

Below is a table of process requirements for sole source procurements of varying budget levels:


Sole source procurement level

Condition

Process

Any amount

Off-premise (cloud hosted) solution

Enterprise Cloud Oversight Services (ECOS) process. Regardless of the amount, if the Sole Source Procurement involves an off-premise (cloud hosted) solution, agencies must follow the ECOS Process and Third Party Policy Workflow. A Security Assessment of the cloud service will need to be completed by the supplier and approved by ECOS, via a work request 1-003, and special Cloud Services Terms & Conditions must be included in the contract prior to award.

Under $10,000

Not applicable

Not applicable

$10,000 TO $100,000

Must be a Non-Infrastructure Related Procurement
Agency/Institution

Must be approved in advance by the agency head or designee.

Complete a Sole Source Procurement Approval Request Form (see Appendix A), signed by the agency head or designee.

 Between $100,000 and under $250,000

This amount is determined over the entire life cycle of the procurement/project.

Complete and submit a Sole Source Procurement Approval Request Form (see Appendix A), signed by the agency head or designee.

The CIO must approve the sole source procurement prior to the commencement of the procurement.

Once approved, attach it to your V-coded eVA requisition to the Supplier.

The procurement must be conducted by VITA unless specifically delegated to the agency or institution.

 $250,000 or more

Any agency IT project that (has a total estimated cost of more than $1 million or has been designated a major information technology project by the Chief Information Officer (CIO). (See § 2.2-2006 of the Code of Virginia.)

Complete the Sole Source form
and attach to your Procurement Governance Request (PGR). For more See here: https://www.vita.virginia.gov/supply-chain/scm-policiesforms/summary-of-vitas-procurement-delegation/

The Chief Information Officer (CIO) must approve the sole source procurement prior to the commencement of the actual procurement.



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