Current through Register Vol. XLI, No. 50, December 13, 2024
Section 99-6-5 - Purchasing up to $25,0005.1. The division has established the following Purchasing Division spending guidelines within the agency, each with bidding and documentation requirements as described below. These requirements will be followed when appropriate and applicable. When appropriate and applicable Statewide Contracts are to be utilized for agency purchases.5.2. Purchases $2,500 and Less: Competitive bids are not required but are encouraged when possible. Required documentation: Invoice or receipt and P-Card report, a copy of the contract front sheet showing item numbers and pricing page(s) if applicable. 5.2.a. Amounts spent with vendors are viewed comprehensively. The division will monitor expenditures with vendors to ensure that the total amount spent with a given vendor, within any 12-month period, does not exceed an applicable bid threshold without the proper level of documentation and bidding. 5.3. Purchases $2,500.01 to $10,000: A minimum of three verbal bids are required, when possible, and the lowest bid meeting specifications must be awarded the purchase order/contract unless there are extenuating circumstances. (see award process) All bids must be documented on WV-49 and present in the file. A "no bid" is not considered a bid. Required documentation: Invoice or receipt, WV-49 and P-Card report, a copy of the contract front sheet showing item numbers and pricing page(s) if applicable. 5.4. A wvOASIS procurement award document is required for purchases exceeding $2,500. Awards are to be made only to vendors who are properly registered with the Purchasing Division. Signed fax bids or electronic bids are acceptable. Screen prints from Internet sites in which the commodity or service is for sale and may be procured can substitute for a verbal bid. 5.5. Purchases $10,000.01 to $25,000: A minimum of three signed written bids are required, when possible, and the lowest bid meeting specifications must be awarded the purchase order/contract unless there are extenuating circumstances. (see award process) Required documentation: Three signed written bids, WV-48 if services are involved, WV-96 if terms and conditions are involved, Purchasing Affidavit, Non-Conflict of Interest form and vendor verification in VCUST, a copy of the contract front sheet showing item numbers and pricing page(s) if applicable. 5.6. An Agency Request for Quotation (RFQ) should be used for documenting and making these requests. In all cases, an attempt to obtain at least three written bids for a product or service must be made. A "no bid" is not considered a bid. Signed faxed bids or electronic bids are acceptable. Screen prints from Internet sites are not acceptable as a valid bid. 5.7. The date and time of the bid opening shall be published on the Request for Quotation and the solicitation must be advertised in wvOASIS. A wvOASIS procurement award document is required. 5.8. State agencies are required to publicly advertise solicitations expected to exceed $10,000 in the West Virginia Purchasing Bulletin, accessed within the Vendor Self-Service portal within wvOASIS. Agencies must advertise delegated solicitations for a period of no less than 10 business days. 5.8.a. If exceptional circumstances exist which require a shorter advertisement period, the agency must receive prior approval from the Purchasing Division.