Goods and Services

Departmental purchases are those transactions that departments are authorized to process directly to meet routine operational needs while ensuring responsible stewardship of University funds. Departments should first utilize established University, state, or cooperative contracts and consider certified small, woman-owned, or minority-owned (SWaM) businesses when competition is required. Purchases up to $10,000 may be processed at the departmental level through HokieMart, while purchases exceeding this threshold are routed to the Procurement Department for review and competitive action. The preferred purchasing method is a HokieMart-issued purchase order, with payment made after receipt of goods or services in accordance with University policy.

A Request for Waiver of Competition should only be used when a true sole source or other approved noncompetitive circumstance exists, not simply because an item or service is not on contract. A sole source applies only when there is one known supplier for a unique product or service, and price alone is never an acceptable justification. When competition is available, the Procurement Department can use several competitive tools such as FAST QUOTE for purchases over $10,000 and up to $100,000 to obtain the best value within required timelines. Departments must complete the Request for Waiver of Competition form with appropriate justification and supporting documentation, obtain required signatures, and attach it to the HokieMart requisition.

Certain goods and services are generally restricted from direct departmental purchase due to control requirements and sound business practices. When these items are needed, departments must work with the Procurement Department or the designated oversight entity responsible for the specific good or service. In rare cases where a department is permitted to purchase a restricted item directly, written approval must be obtained in advance and retained for audit purposes. Departments should consult the Administrative and Pre-Approvals section and applicable University policies for guidance on restricted purchases and required approval channels.

This guidance ensures compliance with U.S. Department of Defense requirements under DFARS 246.870 and DFARS 252.246-7007 by minimizing the risk of counterfeit electronic parts used in DoD-sponsored awards. It applies to all individuals and organizations involved in sourcing electronic components for hardware delivered to sponsors, while excluding internal research use and certain unmodified commercial off-the-shelf items. To maintain compliance, VT must obtain electronic parts from approved suppliers in a defined order of preference, beginning with original component manufacturers or their authorized suppliers. Units are responsible for implementing procedures that follow this guidance, maintaining required documentation, and ensuring all purchases meet DFARS counterfeit-prevention standards.