Purchasing - West Virginia Division of Culture and History
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Transcript Purchasing - West Virginia Division of Culture and History
Purchasing
Why can’t I just purchase what I need
without all the hassle?
(and other important questions)
Because we must follow the guidelines
of the West Virginia Purchasing Division
• The mission of the West Virginia Purchasing Division
is to provide valued services to their customers by
making sound and effective decisions in accordance
with state law.
• The Purchasing Division was created for the purpose
of establishing centralized offices to provide
purchasing, travel, and leasing services to the various
state agencies.
• State procurement officers and their support staffs
are required to use the handbook to perform
procurement and other related activities.
Without guidelines, we would have
too many cases of Purchasing Gone Wild!
So Where Do I Start
• Each section will be assigned a designated
Purchasing Agent. This person will be available to
help you with purchasing; this person is not
required to complete the basic steps of
purchasing for you. However, this person will be
available to you if you have questions or need
assistance.
• Your Purchasing agent will also be responsible for
reviewing your completed work, assuring
compliance with purchasing requirements, and
signing completed paperwork.
What exactly are the steps?
• First, define your need.
• Next, determine the cost. If the purchase is
$2500 or less, competitive bids are usually not
required. Some purchases, however, do require
three verbal bids, such as printers and furniture
(which are on the Statewide Contract).
• Your purchasing assistant should be able to help
you determine which purchases require bids.
Mandatory Resources
• Next, check mandatory resources.
These resources include Statewide
Contracts, State Surplus, Department
of Corrections and the West Virginia
Association of Rehabilitation
Facilities (WVARF).
Ok, I checked the Mandatory Contracts –
What do I do now?
• If the product/service is normally available
through the mandatory contracts but they are
currently unable to provide it (out of stock, etc) –
you will need a waiver, which we will keep in our
purchasing file.
• If the mandatory contracts DO have the items
you need, follow the guidelines and purchase
the items.
What are the Guidelines?
• Fill out a Purchase Request.
• Obtain signature approval from:
YOU WANT WHAT??
1. Your supervisor …….
Are the forms filled out?
2. Your Director ……...…
3. Finance ………………….
Are they filled out correctly??
4. The Commissioner….
Do we have the $ for this?
Purchase Request
NOTE: WV-88 is the form we
use for a Purchase Order.
This form is to be used as a
purchase request only.
First line completed by
our Purchasing person
Your Section Purchasing
person will give you the
Account information
The rest of this form MUST
be filled out completely.
Must include Total
Estimated Cost
Director of Admin
MUST approve
You must have your
supervisor’s approval and
your Director’s approval
Agency Purchase Order (WV-88)
The Form WV-88, Agency
Purchase Order, should be used
when making purchases that
cost $2,500 - $25,000.
This form is easy to complete.
Release Order (WV-39)
Form WV-39 is to be used
for orders against most
statewide and open-end
contracts. Before you
place an order, ask your
purchasing person to fill
this form out.
Ok, forms are filled out, requests are signed –
Now What?
• Once the request has been signed by all
indicating you have permission to purchase
the desired product/service, find out if verbal
bids are required (your purchasing assistant
should be able to assist you with this).
• If bids are not required, determine your
method of payment.
WHAT ARE THE PAYMENT OPTIONS?
There are two payment options, P-Card and Invoice.
• State Purchasing Card (P-Card).
• If paying with a State Purchasing Card, locate a person
in the Agency who has a Purchasing Card (P-Card),
present your paperwork to them, and ask them to
place your order.
• For orders under $2500, this is usually the preferred
method of payment.
What other options do I have?
Vendors can issue our agency an invoice.
• If you choose this method of payment, you must first
determine if the Vendor is registered in FIMS and
TEAM. If they are not, you are responsible for
providing the Vendor with the forms required to
register (W9 and Vendor Registration form)
• When it is determined that the Vendor is registered
in FIMS and TEAM, and they are not on hold, place
your order.
Okay, I placed my order, what now?
• Wait until you receive your order.
• Order must be checked within 24 hours of
recepit.
• Once you receive your order, regardless of
payment method, put your paperwork together
(make sure it’s all there) and take it to the person
responsible for making payment.
• More information regarding P-Card payments and
payment by invoice will be presented by our
Financial Services staff.
Purchases $25000 or less
• In accordance with the Legislative Rules and
Regulations, state agencies may make purchases in the
amount of $25,000 or less of certain commodities and
services.
• The $25,000 limit shall be determined based on: a onetime payment, monthly payments or periodic
payments.
• Issuing a series of requisitions or purchase orders to
circumvent competitive bidding or to defeat the State
P-Card transaction or delegated purchasing limit,
commonly referred to as ‘stringing’ is prohibited by
law.
Purchases $2500.01 to $5000.00
I want to
purchase
We’re having a sale!
How
much???
• A minimum of three verbal bids are required, when
possible, and must be present in the file. Signed faxed
bids and electronic bids are acceptable.
• A purchase order is required for purchases exceeding
$2500.
• As with purchases under $2500, you must first check
mandatory resources. These resources include
Statewide Contracts, State Surplus, Department of
Corrections and the West Virginia Association of
Rehabilitation Facilities (WVARF).
Verbal Bid Quotation Summary (WV-49)
This form is for documenting
verbal bid requirements for
small purchases up to $5,000.
PLEASE NOTE: A ‘No Bid’ is NOT a bid!
We must contact 5-6 Vendors who
provide ‘No-Bid’ before a ‘No-Bid’ is
acceptable.
Reason for award is
required, i.e., lowest
bid, availability, etc.
How much is that
doggy in the window?
The person who
receives the verbal
bid MUST sign this
form.
Purchases $5000.01 to $25000
• A minimum of three written bids are required,
when possible, and the lowest bid meeting
specifications must be awarded the purchase
order/contract.
• All bids must be present in the file. All written
bids must be signed by the Vendor.
• After the lowest bid is awarded, you must sign a
Certification of Non-Conflict of Interest form.
This form must also be signed by our
Procurement Officer.
Required Forms
• The following forms are required when
making purchases. Most forms are relatively
easy to complete.
• If you have questions regarding the purpose of
a form or are confused as to which form
should be filled out, your section’s purchasing
assistant will help you.
Who?
What? Where?
When?
Request for Quotation (WV-43)
The WV-43 Request for Quotations
form should be used by all agencies
when obtaining written quotations.
These quotations must be retained by
the agency on purchases $5,000 to
$25,000.
The WV-43 form is a fast, easy and
uniform method of obtaining written
quotations.
Vendor MUST sign this form
NOTE: If the bid is $5,000 or more, the Vendor MUST complete
the Purchasing Affidavit form and return it with your bid
Purchasing Affidavit
A Purchasing Affidavit is given to
any Vendor who receives $5000
or more.
This Purchasing Affidavit certifies
that the Vendor does not owe
any debt to the State of WV
which would preclude them from
receiving a purchase order.
This form must be signed and
dated by the Vendor and the
signature must be notarized. The
notary date and Vendor Signature
date must be the same date.
Certification of Non-Conflict of Interest form
This form is used by employees
or members of an evaluation
committee to certify they have
no conflict of interest with any
of the participating vendors.
This basically means you are
not personally associated with
this vendor.
Conflict of Interest Example: A
purchasing agent hires her brother-in-law
to provide vending services to the
company lunch areas.
PO Number goes here
Agreement (WV-48)
Contractual Services
This form is used for all contractual
services (if the Vendor does not
provide one).
This form is also required when
hiring people for events such as
Vandalia. It is NOT required when
using WVARF or Temp Services
through the State Wide Contract.
Fill out
completely
Check appropriate box
A Vendor MUST be registered in
FIMS and TEAM before signing this
contract.
Vendor must sign
before Agency signs
Agreement Addendum (WV-96)
If a Vendor has our agency sign their
Agreement, the Vendor MUST sign
this Agreement Addendum BEFORE
the agency signs the Vendor’s
Agreement.
The purpose of this agreement is to
assure that in the event of a conflict
between this addendum and the
agreement, this addendum shall
control.
Vendor must sign before Agency signs
Agency Purchase Order (WV-88)
The Form WV-88, Agency
Purchase Order, should be used
when making purchases $2,500 $25,000.
This form is easy to complete.
Purchase Requisition (WV-35)
Form WV-35, Purchase Requisition,
is to be used for purchases over
$25,000 (commodities, printing
and services). All purchases
greater than $25000 MUST be
made by our Procurement Officer.
You will first obtain approval from
your Director and then meet with
the Procurement Officer to provide
pertinent information which
includes specifications, etc. Your
Procurement Officer will fill out
Form WV-35 and complete the
purchase.
Emergency Purchases
911 – what’s your emergency?
What is an emergency purchase?
• Emergency purchases are purchases necessary when
unforeseen causes arise.
• Emergency purchases are not to be used for hardships
resulting from neglect, poor planning, or lack of
organization by the spending unit.
• Failure to plan does not make it an emergency situation.
Emergency Purchases
• Simply said:
Help! I need to purchase something now!!
• An emergency purchase is a short term solution to fix a
problem. It is not to be used as a permanent or long
term solution. It is not to be used to avoid the bidding
process.
• Emergency purchase procedures allow for a solution to
an immediate problem until it can be properly bid.
• Agencies must first examine statewide and/or
piggyback contracts for availability of the product or
service and utilize such, if available.
Emergency Purchases
• An emergency purchase requires the written approval
of the Purchasing Director. The decision for an
Emergency Purchase is made on reasonable and
sufficient grounds, such as sudden or unforeseen
circumstances that create a situation requiring that
commodities or services be immediately purchased.
• A report of any such purchase, together with a record
of the competitive bids upon which it was based, is to
be submitted to the Purchasing Director.
It’s all here…
Emergency Purchases of $25,000 or Less
To make emergency purchases of $25,000 or less:
• A minimum of three (3) written bids, if possible,
should be obtained. Original written bids and a
written agency justification must be attached to the
agency file.
• An Agency Purchase Order (WV-88) or a TEAM
generated purchase order is required if the purchase
exceeds $2,500.
I have three bids, justification,
and a purchase order – I’m
ready to go!
Emergency purchases over $25,000 for
emergencies that occur during normal
business hours:
• For emergencies occurring during normal
business hours, purchases require verbal
approval by the Purchasing Director or his
designee prior to making the purchase or the
execution of any work.
• A written explanation must be provided
immediately via fax which should include the
estimated cost of the purchase.
I’ll fax
the facts
Emergencies occurring after business
hours, on a holiday or weekend
• Agency may proceed with the emergency
purchase and provide immediate justification
of the action to the Purchasing Director or his
designee on the first working day following
the emergency.
I need it now!!
Considerations while preparing an
emergency purchase:
• Exercise sound judgment and discretion. Apply the
highest levels of honor and integrity. Strive to avoid the
appearance of perceived impropriety.
• Do not corruptly combine, collude, or conspire with one
or more persons to lessen competition, cause a higher
price to be paid, or cause one vendor to be preferred
over other prospective vendors.
• Written justification is required for any award not made
to the lowest responsible bidder explaining why the low
bid was rejected.
• Documentation is to be complete and orderly.
Sole Source Purchases
What is a sole source?
•
•
•
•
Sole Source
Competition not available
Only one known source
Unique or special in nature
Not an attempt to circumvent the normal bid
process
Determining Sole Source Vendor
For purchases $25,000 or less:
• Determine the need.
• Determine validity.
• Market research.
• Quote from vendor – Vendor Must put in writing that they are Sole Source.
Purchasing Requires:
• Description.
• FOB point of shipment.
• Price.
• Signature and date.
Remember…
• Contact the purchasing assistant in your section if
you have any questions or need assistance.
• Instructions for purchasing, including this power
point, are available on the S drive to assist you.
• If your purchasing assistant is unavailable or does
not know how to proceed, our Procurement
Officer and our Financial Services office will be
happy to assist you.
Help me
We are here if you need us!
Glori
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