The attached policies and procedures represent the Virginia Tourism Authority doing business as the Virginia Tourism Corporation’s adherence to prudent business practices when purchasing goods and services. All purchasing will be done to support the mission of the Corporation, and will be in the best interest of the Commonwealth of Virginia. The Corporation will continue to consider the benefits of established State contracts to procure certain goods and services. Such sources are not deemed mandatory.

The Virginia Tourism Corporation (VTC) is exempt from the provisions of the Virginia Public Procurement Act (VPPA), and is not required to follow the policies and procedures issued by the Department of General Services (DGS) or other agencies with procurement-related oversight responsibilities. However, the VTC intends to use competitive bid processes, and will strive to obtain bids for such goods and services through alternative sources and methods when possible and practical, or in VTC’s best interest. All procurement policies and procedures are established by the VTC President/CEO within the authorization granted him/her by the Code of Virginia.

Specifically, this Purchasing Policies and Procedures Manual is intended to guide all VTC procurement and ensure that the Corporation:

• Obtains high quality goods and services at a reasonable cost.

• Conducts all procurements in a fair and impartial manner, avoiding any impropriety or appearance of impropriety.

• Provides Small, Women- and Minority-owned businesses every opportunity to do business with VTC.

• Provides qualified vendors reasonable access to public business and neither arbitrarily nor capriciously excludes or discriminates against any viable offeror.

• Seeks competition, consistent with the business needs of the VTC.

• Allows flexibility in fashioning details of such competition.

• Provides clear rules, in advance of competition, governing contract awards.

• Draws specifications that reflect the procurement needs of the VTC.

• Freely exchanges information between purchasers and vendors, inasmuch as such exchanges do not negatively affect the business objectives of the VTC, or violate associated confidentiality requirements, and are in compliance with Virginia’s Freedom of Information Act (FOIA).

This manual provides instructions to all employees as they identify and pursue the procurement of goods and services. Specific responsibilities and authorities are defined for purchasing goods and services on behalf of the VTC. All employees are therefore directed to the VTC responsible party, as defined herein, prior to pursuing any procurement activity.

Procedures and forms referenced in this manual are subject to change, as the VTC continues to manage its procurement operations and systems. In cases where this manual appears to contradict instructions on forms or other materials, the policies and procedures documented herein will take precedence.

The Operations and Finance staff will handle all purchasing activity for the VTC. The Contracts and Procurement Manager is available to interpret and apply these policies and procedures. The provisions of this manual may be modified at any time. These provisions supersede all previously issued purchasing policies and procedures and may not be amended without the approval of the President/CEO of the Virginia Tourism Corporation within the authorization granted him/her by the Code of Virginia and the Governor. This approval authority may be delegated to the VP of Operations & Finance at the sole discretion of the President/CEO.

No representative of the VTC has any authority to enter into any agreement contrary to these policies and procedures.