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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.

State Employee Travel Ban

During his March 12, 2020, COVID-19 press briefing, Gov. Jim Justice issued a state employee travel ban on both out-of-state and international travel for state business.

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.

 

Kanawha-Charleston Health Department Visitor Restriction to Purchasing Division, Building 15

According to the recent order issued by the Kanawha-Charleston Health Department, and pursuant to the Governor’s Executive Order No. 21-20 dated April 4, 2020, the West Virginia Purchasing Division must limit the maximum per person occupancy to:

One member of the public

If there is any one person located inside the main public entrance door, individuals must wait until the person exits the public access area before entering.

If members of the public need immediate assistance, they are encouraged to call (304) 558-2306.

 

Centralized Bid Openings from Purchasing Division, Building 15

Bid openings are not currently open to the public.  However, 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
December 4, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e30267a3fa0943b13e83c6c58a7258bf3 127 195 6315 bids
December 7, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=eda43fdc3737c73d79fa7729b1c446aa3 127 745 7895 bids
December 8, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=ead54f62a014af6c756874cd072f0282a 127 021 7960 bids
December 9, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e4d64db53fad8472918aefb56a82566e5 127 791 2190 bids
December 10, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=ed20e5547a0e2f8051c46786481265722 127 237 6906 bids
December 11, 2020 1:30 PM https://wvpurchasing.webex.com/wvpurchasing/onstage/g.php?MTID=e8f4ea44a492ba7a48a24b790032c9d4f 127 554 2140 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.

 

State Agency Annual Inventory Certification

The Purchasing Division has extended its deadline for the annual inventory certification, and physical inventory (if required), to October 15, 2020.  More information on this requirement can be found in Section 2.14 of the Surplus Property Operations Manual.  If you wish to complete the certification before then, the Asset Management Certification Cover Sheet can be found on the WVSASP website.

 

State Agency Delivery to Surplus Property

Agencies must have an appointment to deliver their surplus items to the West Virginia State Agency for Surplus Property warehouse in Dunbar.  Agencies dropping off vehicles or picking up new Fleet vehicles will be given a 30-minute time slot.  Failure to show up during this time slot may result in a longer wait time or rescheduling of the appointment for another day.  Vehicles being retired must be relatively clean and free of trash or the driver may be asked to clean the vehicle and reschedule delivery for another day.  To schedule your appointment, call (304) 766-2626.

 

 

 



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