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Overview of Inspection Process
Prepare for an Upcoming Inspection
Inspection Reports
Overview of Inspection Process
The West Virginia Purchasing Division’s Inspections Unit conducts routine inspections of agency procurements to ensure compliance with state purchasing laws, rules, and procedures. These inspections are performed regularly but may also be completed upon request under special circumstances.
Inspections typically occur on-site at the agency’s location; however, some may require the agency to mail documentation for review.
Below is a summary of the standard inspection process:
Before the Inspection
- • The inspector reviews the agency’s annual spend data and selects a sample (approximately 4%) of procurements for review.
- • The agency’s designated procurement officer is then notified in writing of the upcoming inspection and the selected transactions.
During the Inspection
- • The inspector reviews documentation
related to the selected transactions.
- • Agency personnel must be available to answer questions or provide additional information as needed.
After the Inspection
- • The inspector will meet with agency
staff to review preliminary findings, answer questions, and provide
purchasing procedure training if needed.
- • A draft Inspection Report will be
prepared and mailed to the agency for comment.
- • The agency will have approximately two weeks to review
the draft, respond in writing, and provide any additional
documentation.
- • A Final Report will then be issued, incorporating the agency’s comments.
Corrective Action Plan
- • Depending on an agency’s Final Report
findings, a Corrective Action Plan may be issued, requiring the
agency to take certain steps to prevent future issues.
- • If the inspector identifies potential
stringing of purchases, the agency must provide a written response
addressing the finding.
Prepare for an Upcoming Inspection
The following items should generally be included as part of the official procurement file and will be reviewed by the inspectors during each inspection. Some transactions may require additional documentation. These items, as well as any agency-specific requirements, can be used by spending units to create their own checklists to prepare for an upcoming inspection.
They include but are not limited to:
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• Use of statewide contract
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• Bids
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• Vendor properly registered with the Purchasing Division
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• Vendor verification searches completed
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• wvOASIS procurement award document issued
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• Asset tag
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• Non-conflict of interest
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• WVOT/CIO approval
Final Inspection Reports
Below is the list of the final reports for agency's final inspections.
Fiscal Year 2025
| Final Report | Agency Name | Issued Date | Inspector |
Fiscal Year 2024
| Final Report | Agency Name | Issued Date | Inspector |
| OMCFH-Birth to Three Program | Inspection Report | 08/20/2024 | Mitzie Howard |
| DHHR, BPH, Threat Preparedness | Inspection Report | 08/27/2024 | Mitzie Howard |
| Board of Barbers and Cosmetologists | Inspection Report | 09/10/2024 | Samantha Chaney |
| Bureau of Senior Services | Inspection Report | 09/23/2024 | Samantha Chaney |
| OMCFH-Infant, Child, and Adolescent Health | Inspection Report | 10/01/2024 | Mitzie Howard |
| Division of Land Restoration | Inspection Report | 10/16/2024 | Bob Ross |
| Real Estate Licensing and Appraisal Board | Inspection Report | 10/30/2024 | Samantha Chaney |
| Division of Public Transit | Inspection Report | 11/04/2024 | Jason Thompson |
| Division of Mine Reclamation | Inspection Report | 11/06/2024 | Bob Ross |
| Public Health Commissioner's Office | Inspection Report | 11/07/2024 | Mitzie Howard |
| Office of Environmental Health Services | Inspection Report | 11/07/2024 | Mitzie Howard |
| OMCFH-Administration | Inspection Report | 11/20/2024 | Mitzie Howard |
| OMCFH-Research Evaluation and Planning | Inspection Report | 11/20/2024 | Mitzie Howard |
| Board of Architects | Inspection Report | 12/16/2024 | Samantha Chaney |
| Division of Water & Waste Management | Inspection Report | 12/18/2024 | Bob Ross |
| Board of Examiners of Psychologists | Inspection Report | 01/08/2025 | Samantha Chaney |
| Division of Health-Admistration | Inspection Report | 01/09/2025 | Mitzie Howard |
| Human Rights Commission | Inspection Report | 01/21/2025 | Mitzie Howard |
| Board of Osteopathic Medicine | Inspection Report | 01/21/2025 | Samantha Chaney |
| Board of Dentistry | Inspection Report | 01/22/2025 | Samantha Chaney |
| Health Administration-Operations | Inspection Report | 02/04/2025 | Mitzie Howard |
| Division of Air Quality | Inspection Report | 02/05/2025 | Bob Ross |
| Division of Highways - District 3 | Inspection Report | 02/10/2025 | Jason Thompson |
| Bureau for Medical Services | Inspection Report | 02/24/2025 | Mitzie Howard |
| Board of Examiners for Licensed Practical Nurses | Inspection Report | 03/04/2025 | Samantha Chaney |
| Office of Oil and Gas | Inspection Report | 03/05/2025 | Bob Ross |
| Board of Optometry | Inspection Report | 03/17/2025 | Samantha Chaney |
| Division of Highways - District 6 | Inspection Report | 04/07/2025 | Jason Thompson |
| Bureau for Family Assistance-Early Care and Ed. | Inspection Report | 04/07/2025 | Mitzie Howard |
| WVDOT Division of Multimodal Transportation Facilities - Rail Section | Inspection Report | 04/14/2025 | Jason Thompson |
| Office of Technology | Inspection Report | 04/16/2025 | Bob Ross |
| Environmental Protection - Executive Office | Inspection Report | 04/16/2025 | Bob Ross |
| Board of Social Work Examiners | Inspection Report | 04/16/2025 | Samantha Chaney |
| Board of Physical Therapy | Inspection Report | 05/28/2025 | Samantha Chaney |
| Massage Licensure Board | Inspection Report | 06/03/2025 | Samantha Chaney |
| Division of Highways - District 7 | Inspection Report | 06/24/2025 | Jason Thompson |
| Racing Commission | Inspection Report | 06/25/2025 | Bob Ross |
| Department of Education | Inspection Report | 06/25/2025 | Bob Ross |
Fiscal Year 2023
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Fiscal Year 2022
Fiscal Year 2022
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