W. Va. Code R. § 126-203-5

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 126-203-5 - General Information

5.1. WVBE procurements for commodities and services are centrally processed within the entities of the WVBE to provide economical and efficient services at a reasonable cost, using fair and reasonable competitive methods, and providing equitable treatment of vendors.

5.2. The methods used to procure commodities and services needed by the WVBE include competitive bidding, direct purchases, and best value procurement.

5.3. Documentation will be maintained for all procurements by WVBE Purchasing to protect the integrity of the process.

5.4. WVBE contracts shall comply with all applicable laws, rules, and regulations. Procurement documents must contain standard agency terms and conditions necessary to comply with West Virginia law.

5.5. A required black out period will be observed from the release of an RFQ, RFP, or EOI until the award or cancellation. Any contact with the WVBE during a blackout period will only be permissible through WVBE Purchasing.

5.6. Vendors will be provided with instructions for submitting bids and may contact WVBE Purchasing when necessary.

5.7. WVBE contracts must contain a clause that permits the WVBE to cancel the contract upon 30-days written notice to the vendor without stating a reason or being assessed a penalty.

5.8. Bids will not be altered after opening but will be made available for review or copying.

5.9. Use of a purchasing card may be required as a valid payment method for any procurement if its use is appropriate.

5.10. All bid openings will be open to the public and overseen by WVBE Purchasing. For bids received pursuant to an RFP, WVBE Purchasing will confirm each original package contains a separately sealed cost proposal.

5.11. All bids received will be available to the public as soon as they can be scanned or copied after the opening of a bid. The evaluation committee may conduct oral interviews or site visits to confirm the points assigned for a technical evaluation. After an award, the purchasing file will be available for review or copying.

5.12. The WVBE may enter into negotiations to finalize or amend contracts when necessary.

W. Va. Code R. § 126-203-5