Welcome to eVA for Local Government-Public Bodies!

In 2000, a contract was awarded to American Management Systems (AMS) to implement a statewide electronic purchasing system for use by State and Local Government entities. The eVA system has been successfully operational since March, 2001.

eVA hosts a number of applications available to eligible users, including:

• Electronic Mall (e-Mall) –allows you to ‘shop’ for goods and services via electronic catalogs for ‘punching out’ to the vendor web site.

• Solicitation and Award Posting (VBO) – allows you to publicly post your solicitations and electronically notifies (push technology) vendors based on who signed up for this service. Your subsequent award notices are then also published.

• Quick Quote-allows you to send electronic solicitations to vendors for your need commodity and quickly receive their electronic responses.

• Analytical Reporting-allows you to run robust reports, with drill down complexity on the data that you enter into eVA.

Additional eVA features/components can be provided to your organization. Contact the System Administrator at 804-786-3841 for more information.

Organizations must develop internal policies, procedures, and controls to manage their use of eVA and perform necessary audits/reviews to monitor those given the authority to place eVA orders. Consider the following when revising/developing these policies and procedures: purchase approvals, terms and conditions, and interfacing with the financial/accounting, encumbrance process.

The following guidelines, developed by DGS/DPS, are to be followed when ordering
through the eVA eMall:

(1) Credit Card Purchases: Users may purchase goods or services through the e-Mall, up to their CARD LIMITS. If purchased from state contracts or from another sources, the Contract terms and conditions govern these purchases.

(2) Local entities will be billed for the eVA transaction fee for any EXEMPT order processed through eVA.  See Section 14.9.b of the DPS Agency Procurement and Surplus Property Manual for a complete list of EXEMPT orders. Prevention of these transactions can be easily managed through policy, training, and monitoring!

IMPORTANT NOTE: The eVA system was established based on a self-funding approach.  eVA order transaction fees are what sustain the eVA system.  For orders issued by local government users these fees are usually collected from the vendor that received the order, however there are two circumstances where the fees are collected from the local government entity.  When a vendor not registered in eVA refuses to pay the eVA order transaction fees, the fees are re-billed to the local government entity.  In addition and as noted above, eVA order transaction fees for EXEMPT orders are invoiced to the local government entity.  A copy of the eVA Fee Schedule is published on the eVA Billing & Payment Portal. 

(3) Electronic Purchase Orders: Users may purchase goods or services in unlimited dollar amounts, unless when placing an electronic purchase order from state contracts or mandatory sources (such as the Visually Handicap and/or Correction Enterprises) and specific dollar amounts are specified in the contract.

4) For all other purchases, users may purchase up to their procurement authority after complying with all competitive requirements and file documentation per the Virginia Public Procurement Act and the public bodies policies and procedures.