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COVID-19 Updates

The West Virginia Purchasing Division will utilize this page to share information regarding the impact that COVID-19 concerns may have on the state procurement process.

State of Emergency

On March 16, 2020, Governor Jim Justice declared a state of emergency in response to the COVID-19 pandemic.  The Purchasing Division would like to remind you of the public purchasing procedures for declared emergency situations, which can be found online here.

 

Rules and Regulations for the Purchase of Goods and Services Related to COVID-19 Temporarily Suspended

In order to comply with Gov. Jim Justice’s proclamation issued on March 16, 2020, the provisions of West Virginia Code 5A-3-1 et. seq. and West Virginia Code of State Rules §148-1-1 et. seq. are hereby temporarily suspended for the purchase of goods and services related to COVID-19, per the memo from Department of Administration Cabinet Secretary Allan McVey.  This means that, effective immediately, procurements for goods and services related to COVID-19 will no longer be processed or approved by the Purchasing Division.

Additionally, effective March 24, 2020, agencies are instructed to process any delivery order issued against an agency or statewide contract in relation to the COVID-19 pandemic as an Agency Delivery Order (ADO) in wvOASIS.

Since purchases related to the COVID-19 pandemic identified above will not be subject to Purchasing Division oversight, agencies are reminded to properly document the agency file to verify the relationship between the purchase and the COVID-19 pandemic.  This documentation will be required to confirm compliance with the Department of Administration Cabinet Secretary’s directive.

All procurements not directly related to the COVID-19 pandemic must continue to follow normal purchasing procedures.

 

State Employee Travel Ban

Please click here to view the State of West Virginia’s memorandum on the state employee travel ban as a result of the COVID-19 outbreak in surrounding states and countries.

 

Centralized Bid Openings from Purchasing Division, Building 15

In order to continue the transparency of the Purchasing Division's public bid-opening process as we minimize gatherings during the ongoing COVID-19 concerns, we will make an online broadcast available from Building 15's bid-opening room.  In accordance with regular procedures, our procurement staff will first open any paper responses; and then, staff will open and read any electronically-received responses for the solicitation(s) until all have been opened.  Please see our teleconference login information below for times and a link to join West Virginia Purchasing Division's bid openings via WebEx.

Date Time Link for Attendees Event Number Password
April 2, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e32d2f12a9680b3015adf263c1b17e1b1 660 326 705 bids
April 3, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e228446ca2945879af3c709a82daab749 666 729 673 bids
April 6, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e45c99557a60ba32b373014600ef6c3e6 660 064 199 bids
April 7, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e63c8299632c123ca7047c399aa5f9113 665 426 937 bids
April 8, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e1147e4ddc605d6f0f87a0ffea35c90de 668 080 182 bids
April 9, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e271a553cab8ea1256ea0123b75ce3df0 663 243 509 bids
April 10, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e0030370e72684eec9eb39cf302a42098 668 678 611 bids
April 13, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e272c515d6b97bdf2cb176344ef61bdce 664 243 373 bids
April 14, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e08be790f694371bd57e02e596976ef2f 663 580 229 bids
April 15, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e6c82ac8d2d18ea1c55bc0c4082600dcf 665 305 225 bids
April 16, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e20677ca52ad6b2fc4bf62ea7ae9a4dcc 668 457 366 bids
April 17, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=ebd3e2505761b8c8a1000d0e20c3df5e2 664 936 935 bids

 

Temporary Pre-Bid Meeting Policy – COVID-19 Precautions

During this time of heighted concern over COVID-19, the Purchasing Division is taking precautions to ensure the safety and well-being of all state employees and its customers.  Until further notice, agencies are required to follow this revised policy on pre-bid meetings:

1.  Pre-bid meetings must be removed from solicitations as a requirement, wherever possible, and replaced with publication of written materials conveying the needed information.

2.  In instances where site inspections are necessary for bidders to have a full understanding of the project, the Purchasing Division recommends that pre-bid meetings (and the underlying solicitation) be delayed until this period of heightened concern has ended.  If delaying the solicitation is not possible or would cause an undue hardship on the spending unit, the pre-bid meeting should be conducted in a manner that minimizes the risk of COVID-19 transmission to the greatest extent possible.  For more information, please consult the CDC website at: www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html.

3.  Under no circumstances is a spending unit to conduct a pre-bid meeting that violates a policy or declaration of the Governor’s Office.

For existing central solicitations, the spending unit should work with its designated Purchasing Division buyer to issue addenda to modify pre-bid meeting requirements where necessary.  On agency delegated solicitations, the spending unit can make the necessary adjustments under their delegated authority. 

Guidance on Purchasing Affidavits for Current Solicitations Subject to Purchasing Division Oversight

It has recently come to the Purchasing Division’s attention that some vendors are physically unable to obtain a notary signature on the required Purchasing Affidavit as part of the bidding process.  Recently, President Trump extended his social distancing guidelines to April 30, 2020, and though each state has issued its own set of guidelines and closures, it is evident that these guidelines have affected normal business operations.

On March 24, 2020, the Purchasing Division issued a blanket exemption for the purchase of any good or service related to COVID-19.  However, for all other purchases still subject to Purchasing Division oversight, the Purchasing Division is issuing the following guidance related to the submission of Purchasing Affidavits:

  1. The vendor must still submit the Purchasing Affidavit with its signature prior to receiving a contract award or renewal of an existing contract;
  2. The Purchasing Affidavit should have a notary signed and dated to match the signature and date of the vendor;
  3. If the vendor is unable to obtain a notary for reasons related to COVID-19, the vendor must submit an email or letter to the agency for agency-delegated purchases or to the Purchasing Division for centralized purchases addressing the reason the Purchasing Affidavit could not be notarized.

Please note that W. Va. Code §5A-3-10a(b) states that no contract or renewal of any contract may be awarded by the state or any of its political subdivisions to any vendor or prospective vendor when the vendor or prospective vendor is a debtor. The Purchasing Division continues to take every step possible to maintain the integrity of the state’s purchasing process while also accounting for the many limitations experienced during the COVID-19 pandemic.

 



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