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ATTENTION BUYERS, COLLEGES, & SUPPLIERS!
NEW eVA Go Live Date: November 1, 2022
View Announcement by DGS Director, Joe Damico
eVA Transition: Procurement Process During Conversion Guidance
| VCCS training sessions are scheduled for the new eVA training. Please contact the SSC Customer Engagement team for additional information. |
Attention Buyers! Training Assets are refreshed and available for you to access in the LMS. Find out more now!
Attention Suppliers! Supplier Training is now available.
- Key Project Dates (Tentative)
- Pause Reference Data Updates – 10/1/2022
- Electronic Responses for Sourcing & Contracting Disabled – 10/14/2022
- Supplier Account Maintenance Temporary Pause – 10/14/2022
- Supplier Registration Temporary Pause – 10/26/2022
- Transition Start – Noon on 10/28/2022
- Go Live – 11/1/2022
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Quick Reference Guide (Important links):
Virginia Institute of Procurement (VIP) – Learning journeys are housed here. Learning journeys specific to your role should be completed prior to attending the live training session(s). If you have never taken a class in VIP, click on 'Log In' in the upper right corner, then click on 'Sign Up'. You will be able to sign up for access to the system there.
SSC eVA Transition Project Page – Good reference point for all things related to the eVA transition. The SSC will also have the Quick reference guides linked on the website once they are available.
eVA Transition Newsroom – DGS eVA transition page. There are Buyer user group meetings linked here, as well as up-to-date information on the conversion.
eVA Transition Training page – A listing of all the available learning journeys. It also has a link to the VIP system and other helpful information about the learning journeys.
eVA Transition Supporting Documents page (QRGs) – Quick Reference guides directly from DGS will be housed here as soon as they are released.
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If you have questions or concerns specific to your agency, please contact the SSC Customer Engagement team 877-340-5577 or email help@ssc.vccs.edu with the subject line "eVA/iValua transition". Copy and paste for ease: eVA/iValua Transition Related Topic
eVA Transition: Procurement Process During Conversion Guidance
As you know, the Commonwealth of Virginia will be migrating to a new Procurement system. Please note, the dates in the chart below, that the SSC and Department of General Services (DGS) will be going offline to support this conversion for the Commonwealth. We appreciate your support and efforts in ensuring a smooth transition!
As we all eagerly look forward to the new procurement software platform, the VCCS eVA Transition Team will be assisting Colleges and the System Office to navigate the conversion. Specifically:
The VCCS (all Colleges, the SO and the SSC) will manage the eVA conversion like our fiscal yearend Our deadlines are designed to support the needed integration shutdown and blackout periods.
Any requisition that is not fully converted to a purchase order will be purged and will NOT convert to the new
Any requisition left in the current system in “composing status” will be purged and lost.
Please use this guide to plan your procurements carefully over the next few months.
If you are unsure of which deadline is associated with your procurement or have any questions on this topic, please contact SSC Customer Engagement at 1-877-340-5577 or help@ssc.vccs.edu.
| Requisition Thresholds | Procurement Method | FIRM SSC Submission Deadline | Details |
| Any amount | A VCCS, State or Approved Cooperative Contract, Micro Source, Single Quote | This deadline includes change order. Note: ad hoc functionality is going to be permanently disabled by DGS on October 15, 2021. Please plan to use SSC’s vendor registration. | |
| $10,000 - $100,000 | Sole Source, New Cooperative Justifications, Quick Quote Solicitations | Quick quote functionality will be temporarily disabled by DGS before Go Live. | |
| Over $100,000 | Sealed Solicitations | NA | |
| Receipts | NA | Receiving in eVA is still available. Note: this is not a deadline for receiving all open orders. | |
| For urgent procurement request that cannot delayed until after the system conversion: Contact a small purchase charge card holder to complete an urgent procurement. Keep all documentation and records then complete a confirming order in the new platform, if necessary. |
If you should experience a situation that requires an emergency procurement as defined by the Commonwealth, then you should follow the emergency procurement method (refer to APSPM 9.1 for details).
| Terms | Definition |
| Acceptance Testing | Completion of live testing in the production environment through all transaction steps in order to ensure that all functionality is operating as intended. |
| (DGS) Blackout Period | The period of time in which the system is unavailable to login. |
| Composing State | The status in which a purchase requisition is in draft status visible only to the requestor. |
| Conversion | All of the activities associated with migrating from one system to another |
| Cooperative Justification | The review and authorization process required to utilize another public entity’s contract to procure our needs. |
| Emergencies | An occurrence of a serious and urgent nature that demands immediate action. Emergencies aredefined as those involving the protecting of personal safety or property. |
| Integration Shutdown Date | The date in which a purchase order will no longer be sent to our financial system (AIS) to encumber funds. |
| Micro Source, Single Quote | For purchases of $10,000 or less, we are required to procure from a “Micro Business.” A Micro Business is one that meets the requirements and is certified as a Micro Business by the Virginia Department of Small Business and Supplier Diversity (DSBSD). Although, competition is always encouraged, these purchases may be completed with a single quote. |
| Procurement Method | There are seven allowable methods for procurement in the Commonwealth of Virginia. The following are tools we shall use to procure purchasing requirements for colleges that are within the allowable methods and contained within this guide: Micro Source, Single Quote, Quick Quote Solicitation, Sealed Solicitation, Cooperative, Sole Source and Emergency. |
| Quick Quote Solicitation | A procurement need that is expected to total less than $100,000 may be procured using an unsealed bidding process that generally can be completed more quickly than a sealed process. |
| Sealed Solicitation | A procurement need that is estimated to total over $100,000 for the life of the entire procurementneed that shall be procured using an open competitive process. |
| Sole Source Justification | The review and authorization process to procure on the basis that a product or service is practicably available from only one source. |
| Submission Deadlines | The final date in which requisitions can arrive at the SSC’s inbox and every attempt will be made tocomplete the request to a purchase order. |
| Submitted Status | eVA PR status immediately following draft status and prior to an awarded status. |
| Urgencies | A purchase requirement that has arisen that is mission critical to the operation of the institution; however, does not fit the state definition of emergency. |
| VCCS, State or Approved Cooperative Contract | A purchase that is being procured under an existing contract solicited by the VCCS, the State or a Cooperative Contract that SSC procurement has approval to use (cooperative contracts and thecollege is authorized to use the contract are listed in the Master List of Contracts). |