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What Do I Need To Know About Procurement at Virginia Tech?
As a public institution, Virginia Tech’s procurement practices reach beyond internal operations, reflecting our commitment to the broader community. Since many purchases are funded by public dollars, we bear the responsibility to ensure spending is conducted with integrity—wisely, fairly, and transparently. Our procurement policies are designed to uphold accountability, ensure regulatory compliance, and safeguard the university’s resources through responsible stewardship.
The Restructuring Act established a Management Agreement between Virginia Tech and the Commonwealth of Virginia, granting the university greater autonomy in several administrative areas—including Procurement. This flexibility allows Virginia Tech to manage its own purchasing processes while maintaining strong oversight and accountability to the Commonwealth.
As a result, procurement activities now follow the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendors and Virginia Tech’s Governing Rules, which replaced the Virginia Public Procurement Act (VPPA) as the official framework for acquiring goods, services, insurance, and construction.
While Virginia Tech operates under its own Governing Rules, key provisions of the VPPA still apply:
- Prompt Pay: Vendors must be paid in a timely manner.
- Freedom of Information: Procurement records remain subject to the Freedom of Information Act (FOIA).
- Ethics and Conflict of Interest: Employees engaged in procurement must uphold ethical standards and avoid both real and perceived conflicts of interest.
To ensure transparency and competition, Virginia Tech requires specific solicitation procedures based on dollar thresholds:
| Purchase Amount | Required Procurement Method |
|---|---|
| $0 - $10,000 | Single quote encouraged; competition not required but preferred for best value. |
| $10,000.01 - $200,000 | Minimum of three (3) written quotes, use of a cooperative contract, or an approved waiver of competition. |
| Over $200,000 | Formal competitive sealed bidding or Request for Proposals (RFP) issued by the Procurement Department or an approved waiver of competition. |
Approval of a waiver of competition is limited to the Director of Procurement or their designated representative.
With the decentralization and automation of purchasing through HokieMart, procurement procedures have been significantly streamlined. The Procurement Department strives to process requisitions valued between $0 and $200,000 within five (5) business days of receipt, unless complex negotiations or special requirements arise.
For higher-value or more complex procurements—such as those requiring a Request for Proposal (RFP) or additional University review—additional time should be anticipated to allow for comprehensive evaluation and contract negotiation. Regardless of the purchase amount or complexity, a Procurement buyer will contact the departmental requisitioner within 48 hours after the requisition has cleared all workflow steps and entered the Procurement Approval queue in HokieMart for processing.
The university’s procurement systems are continuously reviewed and improved to uphold a structure of checks and balances that ensures responsible and compliant purchasing practices. All individuals involved in the purchasing process are expected to:
- Follow established policies, procedures, and guidelines
- Act with integrity and accountability
- Serve as responsible stewards of university resources, regardless of the source of funding
Upholding these standards supports the university’s mission, maintains public trust, and ensures compliance with state and institutional requirements.