ØThe
agency must determine the product or service required, including quality level,
quantity, delivery requirement and estimated cost.
§Step Two –
Availability through Internal Resources
ØOnce
the need is established, the agency must determine if the product or service is
available from internal resources, including Correctional Industries, the State
Use Law (Sheltered Workshops) or the West Virginia State Agency for Surplus
Property.
ØIf
available through one of the above internal resources, the product or service
must be acquired through this manner. However, if the product or service is
available, but not in the acquired time, quality, quantity or other factors, a
written waiver must be issued from the internal resource in accordance with
purchasing guidelines.
§Step Three –
Availability through Statewide or Agency Contract
ØIf the
product or service is not available from internal resources, the agency must
determine if that product or service is available from a statewide or agency
contract. If available, the agency must purchase the product or service in
accordance with purchasing guidelines as indicated within the statewide or
agency contract. (Examples: office supplies, information processing equipment)
§Step Four – Sole
Source and Emergency Purchases
ØIf the
product or service is not available through an existing statewide or agency
contract, the agency must determine if the purchase will be competitive, sole
source (only one vendor who can provide this product or service) or an
emergency.
§Step Five –
Agency Delegated Purchasing Procedures ($25,000 or Less)
ØIf the
competitive product or service is not available on a statewide or agency
contract nor through an internal resource, the agency must utilize its delegated
purchasing procedures IF the acquisition is estimated to cost $25,000 or less.
§Step Six – Formal
Acquisitions (Over $25,000)
ØIf the
product or service does not meet the definition of sole source or an emergency,
and is not available through internal resources or on an existing statewide or
agency contract, it is considered a “formal acquisition” if it is expected to
exceed $25,000. Product purchases most often utilize the Request for Quotation
process. If the purchase is a service, the agency must determine whether the
Request for Quotation or the Request for Proposal process should be used. Once
the process is determined, the agency develops the requisition and forwards to
the Purchasing Division for processing.
§Step Seven –
Evaluation and Award
ØAfter
the official bid opening, all bids or proposals (depending upon the bid process
used) are opened, evaluated, and an award is made in accordance with purchasing
guidelines.
§Step Eight –
Purchase Order Encumbrance
Ø
Encumbrance of purchase orders ensures that the agency has the appropriate funds
to make the specific purchase. The encumbrance date is the earliest date that a
vendor may commence on any contract.
§Step Nine –
Protest Procedures
ØThe
Purchasing Division’s Legislative Rules and Regulations, 148 CSR 1,
provide participating vendors with the right to protest specifications and
purchase order awards.
§Step Ten –
Contract Management
ØState
agencies are responsible for establishing benchmarks for agency contracts to
ensure that the product acquired or services to be rendered are offered in
accordance with the contract specifications.