WEST VIRGINIA PURCHASING DIVISION
POLICIES AND PROCEDURES HANDBOOK
10.0 QUALITY ASSURANCE:
Quality assurance is a partnership involving the state agency, the vendor, and the Purchasing Division. The agency establishes the quality level by the specifications, and the Purchasing Division seeks to reduce cost and maintain quality through the competitive bid process. The agency and the Purchasing Division perform an evaluation of the offers by bidders to obtain maximum benefit for the tax dollars spent. The vendors responsibility is to provide the quality level established by the specifications and accepted by the agency.
10.1 Agency Responsibilities
10.1.1 Proper Acquisition Planning: The agencys first step is to determine the commodity that is needed, the quantity, the quality level, delivery location and time frame. All offers in the evaluation process will be compared to the standards established in the specifications for award.
10.1.2 Receiving: State agency personnel must verify the shipment of commodities with the specifications in the purchase order. Reporting of any discrepancies, obvious damages or shortages based upon the purchase order specifications. (See Section 6.3)
10.1.3 Closing of Purchase Order: Agencies should close all encumbered purchase orders in TEAM after receipt of commodities or last payment made.
10.1.4 Inventory: Once payment has been made to the vendor and the "I" document established, reportable property must be added to the WVFIMS Fixed Assets System. (See Appendix G)
10.1.5 Vendor Performance: Vendor performance and product quality is crucial in the state purchasing process. When these factors do not meet expectations, agencies are encouraged to contact the vendor and voice their concerns. Complaints should be resolved expeditiously and courteously, preferably by the state agency.
After all attempts have failed by the agency to resolve the issues, the complaint should immediately be referred to the Purchasing Division on the Vendor Performance Form (WV-82) documenting all steps taken to try to resolve the problem, and all written vendor responses.
The Vendor Performance Form (WV- 82) is to be used to report all incidents of vendor performance, both positive and negative, even if a resolution has been reached.
10.1.5.1 Vendor Performance Form:
When assistance is requested, a Purchasing Division official will notify the vendor directly in writing of the problem.
The Vendor Performance Form is to be sent to the Purchasing Division, 2019 Washington Street, East, State Capitol Complex, P.O. Box 50130, Charleston, WV 25305.
10.1.5.2 Vendor Evaluation: The Purchasing Division has established a mechanism for evaluating the performance of vendors awarded state or agency contracts over $10,000. Three (3) months after a contract is awarded, agencies will receive a Purchase Order Response Form which they are to complete and return to the Purchasing Division. This form is automatically generated through TEAM.
10.2 Purchasing Division Responsibilities: The Purchasing Division is responsible for ensuring that the purchase of or contract for commodities and printing shall be based whenever possible on competitive bid.
10.2.1 Specification Review: The Purchasing Division will review all specifications submitted by an agency to ensure that the specifications are complete and open to competition.
10.2.2 Evaluation: The Purchasing Division staff reviews all evaluations and recommendations for award for validity and consistency. In Best Value Purchasing techniques, the Purchasing Division requires and provides training to all agency evaluation committee members to ensure proper evaluation procedures are followed and quality evaluations are submitted in standard format. (See Section 188.8.131.52.1)
10.2.3 Contract Administration: Although the agency is responsible for monitoring vendor performance and compliance with the specifications on a daily basis, the Purchasing Division assists with dispute resolutions when needed. It is preferred that agency personnel and the vendor exhaust all avenues in an effort to resolve the dispute prior to the Purchasing Divisions intervention. Situations where the vendor has breached contract or established a pattern of poor performance, the Purchasing Division may cancel the contract and/or suspend the vendor from further participation in the competitive bid process. In the event that bonds have been posted by the vendor, the Purchasing Division may also institute action to recover any damages identified from the vendors surety.
10.2.4 Training: The Purchasing Division provides a variety of training to state agencies and vendors in an effort to increase the level of proficiency. Annual conferences are conducted for agency procurement officers and for West Virginia vendors. On-going training is offered by the Purchasing Division for such programs as TEAM automated purchasing system, fixed assets, PO encumbrance, the State Purchasing Card, and Best Value Purchasing evaluation training.
The Purchasing Division strongly encourages agency procurement officers to provide additional internal training for their staff. Agency personnel should always consult with the agency procurement officer in all purchasing matters.
10.3 Vendor Responsibilities: Vendors are responsible to submit a true and accurate bid by the specified date and time for a bid opening.
10.3.1 Compliance with Specification:
Successful vendors are required to meet or exceed the quality level accepted and specified on the final purchase order in addition to meeting delivery requirements.
10.3.2 Follow-Up with Suppliers:
To ensure delivery deadlines are met, the vendor should communicate and coordinate with its suppliers to fulfill delivery obligations.
10.3.3 Dispute Resolution:
The vendor is required to negotiate in good faith with agency personnel should a dispute arise.
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