Procurement Services

• Emergency Procurement
• IT Approval

Reference Guide

• Procurement Thresholds Guide
• Procurement Reference Guide

Rapid Acquisition Program (RAP) Procedures:

To improve operational efficiency, GSA Procurement Services initiated the Rapid Acquisition Program (RAP). RAP will enable County Agencies/Departments to more quickly process small purchases up to $10,000 by eliminating processing delays caused by redundant data entry. Participating Agency/Department users will receive Ventura County Financial Management System (VCFMS) authorization to create purchase order (PC) documents for small purchases.

• Procedures Manual
• Quotation Tabulation Spreadsheet
• How to enter a RAP purchase order in VCFMS

Request to Waive Bidding Requirements:

Only for use when a product can “only” be purchased from one supplier, e.g., license, patent or copyright agreement.

• Submit Request to Waive Bidding Requirements with requisition.

NOT to be used if the following criteria applies:

• Personal preference for product or vendor;
• Cost, vendor performance, and local service (this may be considered an award factor in competitive bidding).
• Features which exceed the minimum department requirements.
• Explanation for the actual need and basic use for the equipment, unless the information relates to a request for Unique factors (refer to questions 2 and 3 from the Criteria for Request to Waive Bidding Requirements/Sole Brand form).
• A request for No substitution submitted without justification. This is a sole source/sole brand request requiring detailed justification including established Request to Waive Bidding Requirements/sole brand criteria.

VCFMS Procedures

• Cancelling a RQS
• CT Renewal CrossWalk
• Requisition (RQS) Checklist
• VCFMS Doc Codes
• Video on How to check RQS Status – Part I
• Video on How to check RQS Status – Part II
• Video on How to edit a CT
• Video on How to Modify a Purchase Order That References a RQS

Insurance Procedures:

• Insurance Requirements
• Insurance Waiver
• Sole Proprietorship
• COUNTY- Legacy Insurance – GUIDE
• EBIX – Third Party Insurance Handling – HOW TO GUIDE

COUNTY – LEGACY INSURANCE

EBIX – VENDOR INSURANCE STATUS

Forms:

Buying Green: