1. I’ve heard the term “statewide contract”. What is that?

A statewide contract is a contract that is entered into and managed by the West Virginia Purchasing Division for commonly used goods and services.  The potential for increased usage statewide allows the vendor to provide goods and services at a lower cost, saving the state money.

Current statewide contracts include items like tires, automotive batteries, electrical lighting, vehicles, computers, copiers, ground maintenance equipment, equipment rentals, and more!

2. Where can I find a list of available statewide contracts?

Statewide contracts issued by the Purchasing Division are available at www.state.wv.us/admin/purchase/swc.

3. Is my organization allowed to use statewide contracts?

That depends on your local laws and ordinances.  Check those first.  If nothing within those prohibit the use of contracts competitively bid by West Virginia state government, then simply reach out to the vendor listed within the contract to see if they will honor their pricing.  Most statewide contract vendors are happy to share these low, discounted prices with other governmental organizations.

4. Why should my organization use statewide contracts?

There are many benefits to using statewide contracts that have been established by the Purchasing Division:

• They save time because they are available to use immediately, and most offer free shipping.

• They will save you money (and taxpayer dollars) through economies of scale. More users of the contract equates to better pricing.

• The contracts cover a variety of goods and services that are easily accessible on the Purchasing Division’s website.

5. Are there any contracts in place specifically for local government entities?

Yes, the Purchasing Division has multiple contracts in place for our local partners.  The contracts for these goods and services were established based on needs communicated to the Purchasing Division by local governments.
 
The list of these contracts can be found here.

6. I’ve heard that state agencies have their own contracts. Is my organization permitted to use those?

Similar to statewide contracts, check your local laws and ordinances first.  If nothing prohibits the use of these contracts and you hear of a particular agency contract that you are interested in using, simply reach out to the agency to request a copy of the contract.

If the contract was processed by the Purchasing Division on the agency’s behalf, then email us at Purchasing.Division@wv.gov with the contract number to obtain a copy at no charge.

From there, contact the vendor identified within the contract and request to use the contract.  Most vendors are happy to share these low, discounted prices with other governmental organizations.

7. Besides statewide contracts, are there any other options for my organization to obtain goods at a reduced cost?

Yes!  The West Virginia State Agency for Surplus Property (WVSASP), which is a program administered by the Purchasing Division, helps organizations like yourself to obtain used property no longer needed by state or federal agencies and is a great option for public agencies and non-profit organizations who are looking to stretch their budgets.

8. What is the State Surplus Property Program?

When state agencies no longer need certain property, that property gets retired to the West Virginia State Agency for Surplus Property (WVSASP), located at 2700 Charles Avenue in Dunbar.  From there, WVSASP gives first priority to approved eligible organizations for the chance to purchase these items at a steep discount.  If no eligible organization shows interest, the property is then opened up to the general public through several channels, including sales at the Surplus Warehouse and online auctions through GovDeals.

9. Is there a compliance period when a local government agency purchases State surplus property?

Surplus property acquired by an eligible organization—such as a municipality, county, fire department, county board of education, or nonprofit—may be subject to specific compliance requirements.  These typically apply to vehicle purchases and often include a mandatory use period during which the property must be actively used by the organization and cannot be sold or transferred.

10. What is the Federal Surplus Property Program?

The West Virginia State Agency for Surplus Property (WVSASP) is the only organization within West Virginia legally permitted to request federal surplus property on behalf of the state.  This authority comes from the Federal Property and Administrative Services Act of 1949, which allows the WVSASP to help state and local governments, as well as nonprofits, access donated federal property from the U.S. General Services Administration for a small service fee.

11. How do I screen federal property?

Organizations interested in obtaining federal property may screen the property at https://ppms.gov using their unique user ID and password.  The West Virginia State Agency for Surplus Property (WVSASP) can issue this password to interested eligible organizations with an approved Application for Eligibility on file.  To obtain a unique user ID and password, call 304-766-2626 or email WVSASP@wv.gov.

Additionally, WVSASP may assist eligible organizations in keeping an eye out for available property by maintaining a need list on their behalf.

12. What steps do I take once my organization finds federal property it wants?

Once you find property you would like to request, contact WVSASP at 304-766-2626 to make arrangements for securing it.  Please note that all federal property is offered on an “as is, where is” basis, and the requesting eligible organization is responsible for arranging the pickup and transport of the property.  The WVSASP may be able to assist with this upon request, but such requests are handled on a case-by-case basis.

The U.S. General Services Administration (GSA) is responsible for allocating surplus property; therefore, WVSASP cannot guarantee availability, and requests are subject to GSA approval.

13. Is there a compliance period when a local government agency purchases federal surplus property?

Local governments wishing to obtain federal property must put the property into use within one year and use it for at least one year (or 18 months in some cases) and may not sell the property, loan it, trade it, or tear it down for parts unless permission is received from the WVSASP.  Personal and non-use of surplus property is strictly prohibited.

14. What are the benefits of becoming an eligible organization?

Eligible organizations are provided the first option to purchase property that is available at WVSASP and can place items on hold for up to five (5) days.  In addition, a 25% discount is offered when purchasing three or more items (excluding large items, such as vehicles).  WVSASP also maintains a “want list” for eligible organizations, so that if an item is currently not available, the staff will look for the item and contact the organization when it becomes available. There are specials that are available to eligible organizations that are not available to the public as well.

It’s easy. All you need to do is complete an Application for Eligibility, which is available at https://administration.wv.gov/surplus/forms/Pages/default.aspx.