Purchasing Department AMHTC/Building 2 4601 Ironbound Road Williamsburg, VA 23188

1. Doing Business With Eastern State Hospital • Purchasing Department • AMHTC/Building 2 • 4601 Ironbound Road • Williamsburg, VA 23188 • The following pages provide a brief snapshot of our facility, our purchasing process and how you may do business with Eastern State Hospital. • TO ADVANCE USE THE PAGE DOWN KEY

2. Background Eastern State Hospital is the first public facility in the nation constructed solely for the care and treatment of the mentally ill. In the summer of 1770, Colonial legislators met in Williamsburg, and passed a bill authorizing the construction of a hospital for this purpose. The building was erected on an eight-acre site near the College of William and Mary, and the first patients were admitted in October 1773. This is an artists rendering of the original Hospital. There is a reconstruction of this building in Colonial Williamsburg.

3. The Hospital provided treatment during the turbulent times of both the Revolutionary War and the War Between the States. By the mid-1930s the Hospital had expanded significantly and was in need of more space. The embellishment of Colonial Williamsburg also contributed to the need for the Hospital to relocate. This move was accomplished on a gradual basis and completed in 1970 to it’s present site which was once called Dunbar Farms.

4. PURCHASING DEPARTMENT • Overview- Public purchasing embraces a fundamental obligation to the general public to ensure that procurements are accomplished in accordance with the intent of the laws enacted by the legislative body. Eastern State Hospital is considered a “public body” and thereby bound by the Code of Virginia , Chapter 43, Title 2.2, Virginia Public Procurement Act (VPPA). Simply put we operate in a fish bowl. • -For all contracts between a state agency and a non-governmental vendor, the VPPA and the regulations set forth by the Division of Purchases & Supply, to include the Vendors Manual, apply regardless of the source of funds. These rules apply whether the consideration is monetary or non-monetary • - Vendors are highly encouraged to review the complete Commonwealth of Virginia’s Vendor Manual available @ www.eva.virginia.gov by clicking the “Vendor” button.

5. Structure- The Purchasing Department is staffed by professionals that are members of the Virginia Association of Governmental Purchasing (VAGP). The following individuals comprise the purchasing staff: • Sheri L. Chapman, CPPO, CPPB, Director of Purchasing & Contracts • 757-208-2951 • Laura Gibbons, VCA, Purchasing Officer, 757-208-7950 • Linda DeLauder, VCA, Purchasing Officer, 757-208-2949 • Tammy Griffin, VCA, Purchasing Clerk, 757-208-7948

6. Typical Goods & Services Purchased - Eastern State Hospital purchases a wide variety of goods and services similar to those of a private hospital. The driving factor in all purchases it to acquire those goods and services to best meet the needs of the patients we serve. Listed below are the most common categories we purchase: • - automotive repair & replacement parts • - bakery items • - bio-medical/dental equipment & repair • - building maintenance and supplies to include HVAC • - clothing • - computers, accessories & supplies • - electrical equipment, supplies, accessories & parts • - foods, all categories • - hospital medical supplies • - janitorial supplies • - office supplies (all types) • - plumbing fixtures, equipment, materials and supplies • - police equipment & supplies • - professional and non-professional medical services • - vending services • - waste collection services

7. Vendor Visits - We request that all vendors and company representatives contact the Purchasing Department prior to any visit or contact with Hospital Staff. To schedule a visit you may call 757-208-7948. When vendors visit ESH they must sign in at the Information Center to obtain a temporary Vendor ID Badge allowing access. The badges must be returned to Purchasing upon departure. • Gifts From Vendors - It is understood that in the private sector it may be common practice for vendors to offer incentives in appreciation to their customers. It is advised that vendors do not offer any gift, gratuity, favor, or advantage to any state employee. State employees may attend vendor-sponsored seminars or trade shows where there is a benefit from receiving product information and learn of new techniques and trends. • Preferences - ESH does not normally recognize preferences except in the event of a tie bid. Preference may then be given to Virginia persons, firms or corporations. Whenever any bidder is a resident of any other state and that state under its laws allows a resident contractor of that state a preference, a like preference may be allowed to the lowest responsible bidder who is a resident of Virginia.

8. Mandatory Sources-As a state agency our facility is obligated to purchase goods or services from designated mandatory sources as listed by the Code. When available we must purchase from these sources: • - State Term Contracts • - Virginia Correctional Enterprises (VCE) • - Division of Blind & Visually Impaired (DBVI) • - Virginia Department of Transportation (VDOT) • - Virginia Distribution Center (VDC) • - DGS/DPS Office of Graphic Communications (OGC) • - Virginia Information Technology Agency (VITA) • - DGS/Office of Fleet Management. • Goods or services not available from these sources may be purchased from other sources. • Public Posting - Solicitations and awards requiring public posting as prescribed by the Agency Procurement & Surplus Property Manual (APSPM) are posted on the Commonwealth of Virginia’s official internet procurement site called “eVA” (www.eva.state.va.us). There is a link on that web site to Virginia Business Opportunities (VBO).

9. Application and Registration - Vendors desiring an opportunity to do business with Eastern State Hospital are encouraged to register with Virginia’s electronic procurement system called “eVA”. Additional information about eVA appears on the following page. In addition vendors may send a letter stating the goods and or services they can provide. The letter must include your complete business name, address, payment address, phone number, fax number, Federal Identification Number (FIN) (usually the same as your tax ID), your DUNS # if available, company web-site and e-mail address. Forward the letter to: • Eastern State Hospital • Purchasing/AMHTC, Bldg. 2 • 4601 Ironbound Road • Williamsburg, VA 23188-2652

10. The Office of the Governor, Executive Order 65 (00), implemented electronic government in the Commonwealth of Virginia. In response the Division of Purchases & Supply establish by contract the official web site “eVA” to be the portal for all business with the Commonwealth. As an agency of the Commonwealth of Virginia our facility is bound by the Code of Virginia as disseminated by the Department of General Services, Division of Purchases & Supply. The system is Virginia’s business-to-government web site that is intended to open the door to increased business possibilities for vendors. It provides a round-the-clock venue for buyers and vendors and is where Virginia expects to spend more than $5 billion a year to delivery goods and services to support a variety of citizen programs. Vendors are strongly encouraged to register with “eVA” to increase their opportunities of doing business with Eastern State Hospital and other Commonwealth agencies. Specific details on registration are available on the internet @ www.eva.virginia.gov/

11. Small, Woman-Owned and Minority-Owned Businesses (SWaM). • The goal of the Commonwealth is that 40% of its purchases be made from small businesses. Small businesses shall include businesses that have received the DMBE small business certification, which shall not exclude women-owned and minority-owned businesses when they have received DMBE small business certification. Procurements up to $50,000 shall be set-aside exclusively for DMBE-certified small businesses. • Eastern State Hospital is committed to the spirit of the SWaM Program. Increasing competition makes good sense. It is extremely important to us that no vendor be excluded from fair and impartial participation in the purchasing process. Vendors are encouraged to visit the DMBE web site @ www.dmbe.virginia.gov for details regarding certification as small, woman-owned and/or minority owned business.