W. Va. Code R. § 81-18-6

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

Section 81-18-6 - Remedies

6.1. The Assistant Director - DAS Purchasing Section may require the State Police to attempt to resolve any issues that it may have with a vendor prior to pursuing any remedy contained herein. The State Police must document any resolution efforts and provide copies of those documents to the Assistant Director - DAS Purchasing Section.

6.2. Contract Cancellation.

6.2.1. Cancellation. The Superintendent may cancel a purchase or contract immediately under any one of the following conditions including, but not limited to:

6.2.1.a. The vendor agrees to the cancellation;

6.2.1.b. The vendor has obtained the contract by fraud, collusion, conspiracy;

6.2.1.c. The contract conflicts with any statutory or constitutional provision of the State of West Virginia;

6.2.1.d. The vendor fails to honor any contractual term or condition or to honor standard commercial practices;

6.2.1.e. The existence of an organizational conflict of interest is identified;

6.2.1.f. Funds are not appropriated or an appropriation is discontinued by the legislature for the acquisition;

6.2.1.g. Violation of any federal, state, or local law, regulation, or ordinance; or

6.2.1.h. The contract was awarded in error.

6.2.2. The Superintendent may cancel a purchase or contract for any reason or no reason, upon providing the vendor with 30 days' notice of the cancellation.

6.2.3. Opportunity to Cure. In the event that a vendor fails to honor any contractual term or condition, or violates any provision of federal, state, or local law, regulation, or ordinance, the Superintendent may request that the vendor remedy the contract breach or legal violation within a time frame the Superintendent determines to be appropriate. If the vendor fails to remedy the contract breach or legal violation or the Superintendent determines, at his or her sole discretion, that such a request is unlikely to yield a satisfactory result, then he or she may cancel immediately without providing the vendor an opportunity to perform a remedy.

6.2.4. Re-Award. The Assistant Director - DAS Purchasing Section may award the cancelled contract to the next lowest responsible bidder (or next highest scoring bidder if best value procurement) without a subsequent solicitation if the following conditions are met:

6.2.4.a. The next lowest responsible bidder (or next highest scoring bidder if best value procurement) is able to perform at the price contained in its original bid submission, and

6.2.4.b. The contract is an open-end contract, a one-time purchase contract, or a contract for work which has not yet commenced.

6.2.4.c. Award to the next lowest responsible bidder (or next highest scoring bidder if best value procurement) will not be an option if the vendor's failure has in any way increased or significantly changed the scope of the original contract. The vendor failing to honor contractual and legal obligations is responsible for any increase in cost the state incurs as a result of the re-award.

6.3. Non-Responsible. If the Assistant Director - DAS Purchasing Section determines that a vendor may be non-responsible, he or she may request that the vendor provide evidence that the vendor either does or does not have the capability to fully perform the contract requirements, and the integrity and reliability necessary to assure good faith performance. If the Assistant Director - DAS Purchasing Section determines that the vendor is non-responsible, he or she shall reject the vendor's bid and shall not award the contract to the vendor. A determination of non-responsibility must be evaluated on a case-by-case basis and can only be made after the vendor in question has submitted a bid. A determination of non-responsibility will only extend to the contract for which the vendor has submitted a bid and does not operate as a bar against submitting future bids.

6.4. Damages.

6.4.1. A vendor who fails to perform as required under a contract shall be liable for actual damages and costs incurred by the State Police.

6.4.2. If any commodities delivered under a contract have been used or consumed by a spending unit and on testing the commodities are found not to comply with specifications, no payment may be approved by the State Police for the merchandise until the amount of actual damages incurred has been determined.

6.4.3. The State Police shall seek to collect damages by following the procedures established by the Office of the Attorney General for the collection of delinquent obligations.

W. Va. Code R. § 81-18-6