WEST VIRGINIA PURCHASING DIVISION
POLICIES AND PROCEDURES HANDBOOK
3.0 PURCHASING LEVELS OF AUTHORITY
3.1 General: Competitive bidding is the foundation of public purchasing in the state of West Virginia.
There are two levels of purchasing authority, depending upon the dollar value of the purchase: Agency Delegated Acquisitions (performed by the state agency for procurements $10,000 or less) and Formal Acquisitions (processed by the Purchasing Division for procurements over $10,000).
Most state agencies have a procurement officer who is responsible and knowledgeable in state purchasing guidelines as well as their own agency policies and procedures. It is important to note that questions from agency personnel relating to purchasing issues should be directed first to the respective agency procurement officer rather than directly to the Purchasing Division.
3.2 Agency Delegated Acquisitions ($10,000 or Less): The Purchasing Division has delegated purchasing authority to state agencies for procurements estimated to cost $10,000 or less. No agency shall issue a series of requisitions to circumvent this $10,000 threshold.
Agencies must indicate "not to exceed" an amount of $10,000, which will allow the State Auditors Office to determine if the Purchasing Division and Attorney Generals Office are needed.
Purchases made under Agency Delegated authority are processed at the agency level; therefore, requisitions, purchase orders or other documentation should be retained by the agency and not forwarded to the Purchasing Division.
Agency personnel are always encouraged to use West Virginia vendors for delegated purchases. Utilizing our resident vendors helps to strengthen our overall state economy.
Commodities and services that are expected to cost $1,000 or less require no bids; however, competition is always encouraged.
For purchases $1,000.01 to $5,000, three verbal bids are required, where possible, and should be documented on a Verbal Bid Quotation Summary (WV-49).
Purchases $5,000.01 to $10,000 require three written bids, where possible. Agencies should use the Request for Quotation (WV-43) to document those vendors solicited and their responses. Fax bids are acceptable and should be confirmed with an original copy within two working days.
A no bid is not considered a bid.
For more information on agency delegated purchasing authority, see Section 6.
3.3 Formal Acquisitions (Over $10,000): The Purchasing Division of the Department of Administration is responsible for acquiring all commodities and services on behalf of the state. Agencies under the executive branch of state government are required to process purchases expected to exceed $10,000 through the Purchasing Division, unless statutorily exempt.
The Purchasing Division has the authority to make, amend, or repeal guidelines set forth to comply with the established Code. The Purchasing Director may make specific exemptions to these guidelines if particular purchases are determined to be in the best interest of the state of West Virginia.
In addition, the Purchasing Division has the responsibility for the standardization of commodities and services purchased, and may adopt standard specifications to apply in all purchases of a particular commodity or service.
Additional information on formal procedures for purchases over $10,000 may be found in Section 7.
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