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Vendor Procurement Guide

Section 3: Purchasing Levels of Authority

The state purchasing process distinguishes between two levels of procurement authority, depending upon the dollar value of the purchase. These levels consist of:

  1. Agency Delegated Acquisitions - Procurements of $25,000 or less, which are designated by the Purchasing Division to be processed by state agencies.

  2. Formal Acquisitions - Procurements of more than $25,000, which are processed by the Purchasing Division.

Each state agency must designate a procurement officer who is responsible, knowledgeable and officially educated on the state purchasing guidelines as well as their own agency procedures. Each spending unit shall process all purchases through this individual, who shall be responsible for correspondence and communication with the Purchasing Division.

Agency Delegated Acquisitions:

As noted above, the Purchasing Division has delegated purchasing authority to state agencies for procurements estimated to cost $25,000 or less. No agency shall issue a series of requisitions to circumvent this $25,000 threshold.

Amounts spent with vendors are viewed comprehensively. This means that state agencies continuously monitor their expenditures with vendors to ensure that the total amount spent with a given vendor, within any 12-month period, does not exceed a bid threshold without the proper level of documentation and bidding.

Commodities and services that are expected to cost $2,500 or less require no bids; however, competition is always encouraged

For purchases $2,500.01 to $5,000, three (3) verbal bids are required, where possible, and the lowest bid meeting specifications must be awarded the purchase order/contract.

Purchases $5,000.01 to $25,000 require three (3) written bids, where possible, and the lowest bid meeting specifications must be awarded the purchase order/contract. Signed fax or electronic bids are acceptable. A vendor choosing to submit a bid or a written change to a submitted bid by electronic transmission accepts full responsibility for transmission and receipt of the bid or written change to the submitted bid. The state accepts no responsibility for the unsuccessful and/or incomplete transmission of bids by electronic transmission.

A “no bid” is not considered a bid. All efforts to obtain bids must be documented and maintained in the agency file. These documents are subject to public review.

Formal Acquisitions:

The Purchasing Division is responsible for acquiring all commodities and services on behalf of all agencies that fall under its statutory authority. Agencies under the Purchasing Division’s authority are required to process purchases estimated to exceed $25,000 through the Purchasing Division, unless statutorily exempt. For a list of exemptions, please see Appendix E or visit:

http://www.state.wv.us/admin/purchase/PurchasingExemptions

The Purchasing Division has the authority to develop, amend or repeal guidelines set forth to comply with the established Code. The Purchasing Director may make specific exemptions to these guidelines if particular purchases are determined to be in the best interest of the State of West Virginia.

In addition, the Purchasing Division has the responsibility for the standardization of commodities and services purchased, and may adopt standard specifications to apply in all purchases of a particular commodity or service. These standard specifications result in statewide contracts, which are awarded by the Purchasing Division and mandatory for use by state agencies. For a list of mandatory and optional contracts, see Appendix F or visit:

http://www.state.wv.us/admin/purchase/contracts.html

The Purchasing Division assigns its buying staff to specific state agencies, which enables the respective agencies to communicate and process their transactions with one centralized buyer. For a list of buyer assignments for state agencies, see Appendix C or visit:

http://www.state.wv.us/admin/purchase/byrassign.pdf

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