Purchasing Threshold Information

Please be aware of the County’s threshold when considering how to move forward with a potential purchase. Whenever feasible, departments are encouraged to utilize cooperative purchasing agreements or piggyback off existing contracts to streamline the procurement process.

• Purchases up to $999.99 require a single quote and can be procured using a Purchasing Card.
• Purchases between $1,000 - $5,000 require a single quote and approval by the Division Director or designee. A user may also purchase off of an existing cooperative contract as a piggyback.‍
• Purchases between $5,000.01 - $15,000 require a minimum of three quotes and approval by the Division Director and Purchasing Director. Departments may utilize pre-approved cooperative contracts or piggyback opportunities to meet this requirement.
• Purchases between $15,000.01 - $50,000 require a minimum of three quotes and approval by the Division Director or designee and the Purchasing Director. Cooperative and piggyback contracts can satisfy this requirement, provided they include competitive solicitation elements.‍
• Purchases over $50,000 require a formal, advertised solicitation unless the purchase is made through an approved cooperative or piggyback contract. Approval is granted by:
  • The County Manager for purchases up to $125,000.
  • The County Council for purchases exceeding $125,000.

Quoting procedures

• Quotes must be consistent across vendors to allow for fair comparison.
• Specifications should be clear and uniform.
• For purchases exceeding $5,000, all quotes must be in written form on approved templates.
• If fewer than three quotes are obtained, departments must document attempts to acquire quotes and reasons for limited responses.
• Quotes cannot be shared among competing vendors to ensure ethical practices​​.

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Approved Sources

Volusia County’s Purchasing and Contracts Division maintains a list of approved contracts and vendors available on its procurement platform. Staff should prioritize using these resources for procurement efficiency​.

Approved Vendors

The County operates a decentralized vendor model, requiring vendors to register through the Vendor Self Service system. This platform ensures that all vendor details, including tax documentation and insurance, are up to date​

How Pavilion Helps

Pavilion is a free resource available to Volusia County that makes it easy to find vendors and contracts that were awarded through cooperatives that the County is a member of.  You can access Pavilion’s How To Guide here!