Procurement Regulation Changes APSPM PIM39

To: Management Council Members and all eVA end-users

From: Shared Services Center

Area: Procurement

Reason: Procurement Regulation Changes APSPM PIM39

Date: July 12, 2021

Dear Colleges, SSC continues to strive to provide helpful services for our Colleges. The Procurement team has completed an in-depth review of the annual changes to the Procurement regulations that took effect July 1, 2021. To ensure that all those impacted by these changes within the VCCS have the opportunity to understand these changes, the Procurement Team has provided a summary of the changes below that we believe may have a direct impact on you. If you are interested in reviewing these changes in more detail or you would like to review the complete PIM, you may do so by using the links below. PIM 39: APSPM: Summary of Direct Impact APSPM PIM39 Changes

APSPM Cite DPS Summary of Change SSC Procurement Notes
3.6 Change orders / contract modifications were required only when the change exceeded $500. Change orders / contract modifications are now required for a change of any amount. A change order is now required by any change to a purchase order or contract.
3.17.e New requirement implementing Governor Northam's Executive Order 77, addressing plastic waste generated from single-use plastic items State agencies are required to cease purchasing single-use plastic items. For more information, see DEQ's guidance on waste reduction.
Annex 6-B Written assignment of a contract administrator is now mandatory A contract administrator will be assigned in writing for all contracts. The administrator should be the end user of the contract or one who has a vested interest in the procurement who will be responsible for the proper adherence to all contract specifications by the contractor. For VCCS contracts, this will typically be an employee of the institution and not of SSC.
Annex 10-I, J, L Deletes statement that vendor will not be solicited. Templates for addressing performance issues (e.g. cure letter, notice of default) have been updated. Use the most current templates.
14.9.d.7 Expands the types of providers and modifies the list of health conditions for which the subsection applies Fee exemption for medical services has been expanded to include dental services and clarified.
14.9.d.16 Subsection deleted Fee exemption for purchases related to medical students has been eliminated.
3.19.j Adds a new section All agreements with vendors (including all related documentation) must be posted in eVA.

If you have any questions, please contact the SSC Customer Engagement team, 877-340-5577 or help.

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