PROCESS AND APPROVAL OF PURCHASE ORDERS, AGREEMENTS AND GRANT AWARDS

1. PROCESS AND APPROVAL OF PURCHASE ORDERS, AGREEMENTS AND GRANT AWARDS For West Virginia Department of Education DISCLAIMER This PowerPoint presentation serves only as a snapshot of purchasing regulations. Please visit the WVDE Internal Operations Websiteto view all of the procedures and regulations.

2. Before getting started…. VENDOR REGISTRATIONAny vendor wishing to do business with the Department must be registered with the West Virginia State Purchasing Division (Purchasing) [WV Code §5A-3-12]. This is accomplished through the completion of the current version of forms,WV-1 or WV-1A, containing original signatures. The vendor MUST complete the entire section, not WVDE staff. These forms are located at: http://wvde.state.wv.us/internaloperations/forms.html. Additionally, before any type of payment can be processed the vendor must also complete a current W-9 form which is available from the IRS web site:http://www.irs.gov/.Vendors need to register only once unless their information has changed (i.e. address, marital status, etc.). If changes occur, new forms must be completed. WV teachers licensed by the Office of Professional Preparation are exempt from completing a WV-1 or WV-1A, but still need to complete the W-9. Review procedures at http://wvde.state.wv.us/internaloperations/procedures.html for proper vendor registration. If further information is still needed, please contact the data entry clerk at the Office of Internal Operations at (304) 558-2686.

3. PROCESS AND APPROVAL OF PURCHASE ORDERS, AGREEMENTS AND GRANT AWARDS Purchase Orders • Agency-wide/State-wide Contracts • Purchases $2,500 and less • Purchases $2,500.01 to $5,000 • Purchases $5,000.01 to $10,000 • Purchases $10,000.01 to $25,000 • Purchases $25,000.01 and up • Purchases exceeding $250,000 • Emergency Purchases • Direct Purchases Grant Awards • Grants $1.00 to $1,000 • Grants $1,001 to $5,000 • Grants $5,001 and up Agreements • Services $25,000 and less • Services $25,000 and up To access information, click on any of the hyperlinked topics below:

4. AGENCY-WIDE / STATE-WIDE CONTRACT Bid Requirements Forms Required* Approval Process Agency-Wide or State- Wide Yes • No bid requirements are necessary, as this has already been completed during the contract’s approval process. • A contract listing is available at the Purchasing website http://www.state.wv.us/admin/purchase/swc/. • If you are utilizing one of these contracts for the first time or are unsure of proper procedures, contact 304-558-2686. • WV-39 Release Order • Signed by executive director ($2500 or less) • Initialed by executive director and signed by division assistant superintendent ($2500.01 to $5,000) • Initialed by executive director and division assistant superintendent, then signed by deputy superintendent ($5,000.01 and up) • After appropriate signatures, send to Office of Internal Operations. Return to Main Page *Click here to access WVDE forms

5. PURCHASE ORDERS ($2,500 and Less) Bid Requirements Forms Required* Approval Process $2,500.00 And Less Yes Competitive bids are not required but encouraged. • ED-1 (unless services are provided; then see agreements/stipends section) • State name of originator on purchase order (at bottom left). • Signed by executive director (at bottom middle) • Send to Office of Internal Operations. No Click here Return to Main Page *Click here to access WVDE forms

6. PURCHASE ORDERS ($2,500.01 to $5,000) Bid Requirements Forms Required* Approval Process $2,500.01 to $5,000 Yes • Obtain a minimum of three verbal bids. • Document bids on Form WV-49. • All relevant sections of WV-49 must be completed. • P.O. must be approved before order is placed. • ED-1 (unless services are provided; then see agreements/stipends section) • Purchasing Affidavit form • State name of originator on purchase order (at bottom left). • Initialed by executive director • Signed by division assistant superintendent (OIEP office – signed by superintendent) (at bottom middle) • Send to Office of Internal Operations with appropriate forms. No Click here Return to Main Page *Click here to access WVDE forms

7. PURCHASE ORDERS ($5,000.01 to $10,000) Forms Required* Approval Process Bid Requirements $5,000.01 to $10,000 Yes • Obtain and attach a minimum of three bids, documented in writing by the vendors. • Summarize complicated bids on Form WV-49. • The request should be sent to more than three vendors to ensure three actual bids are received. A “no bid” is not considered a bid. • P.O. must be approved before order is placed. • If fewer than three bids are available, check with Office of Internal Operations for alternative procedures. • ED-1 (unless services are provided; then see agreements/stipends section) • Purchasing Affidavit form • State name of originator on purchase order (at bottom left). • Initialed by executive director • Initialed by division assistant superintendent (OIEP office – signed by superintendent) • Signed by deputy superintendent (at bottom middle) • Send to Office of Internal Operations. No Click here Return to Main Page *Click here to access WVDE forms

8. PURCHASE ORDERS ($10,000.01 TO $25,000) Bid Requirements Forms Required* Approval Process $10,000.01 To $25,000 Yes • Provide specifications for advertisement to potential bidders. • Provide a minimum of three potential bidders including contact information. • WV Purchasing Division will be responsible for advertising, solicitation, receipt and evaluation of bids. • After evaluation, WV Purchasing Division recommends an award which is then approved by Attorney General’s office. • The process is complete when WV Purchasing Division awards a purchase order. • WVDE staff cannot communicate with bidders during this process unless directed by WV Purchasing Division. • ED-1 (unless services are provided; then see agreements/stipends section) • WV-35 Purchase Requisition • WV-48 Agreement (accompanies WV-35) • Purchasing Affidavit form • State name of originator on purchase order. • Signed by executive director • Signed by division assistant superintendent (OIEP office – signed by superintendent) • Signed by deputy superintendent • Send to Office of Internal Operations. No No Click here Return to Main Page *Click here to access WVDE forms

9. PURCHASE ORDERS ($25,000.01 and up) Bid Requirements Forms Required* Approval Process $25,000.01 And Up Yes • ED-1 (unless services are provided; then see agreements/stipends section) • WV-35 Purchase Requisition • WV-48 Agreement (accompanies WV-35) • Purchasing Affidavit form • State name of originator on purchase order. • Signed by executive director • Signed by division assistant superintendent (OIEP office – signed by superintendent) • Signed by deputy superintendent • Send to Office of Internal Operations. • Communicate in written form (usually on a WV-35) the goods or services required; prepare specifications for advertisement to potential bidders. • Provide a minimum of three potential bidders including contact information. • WV Purchasing Division will be responsible for advertising, solicitation, receipt and evaluation of bids • After evaluation, WV Purchasing Division recommends an award which is then approved by Attorney General’s office. • The process is complete when WV Purchasing Division awards a purchase order. • WVDE staff cannot communicate with bidders during this process unless directed by WV Purchasing Division. No Click here Return to Main Page *Click here to access WVDE forms

10. PURCHASE ORDERS ($250,000+) • A Request for Proposal (RFP) is a type of solicitation for goods or service expected to exceed $250,000 and allows for an evaluation of bids to be based not only on cost but also on a predetermined and defined set of criteria. • Contact the Office of Internal Operations for current forms required. • State name of originator on purchase order. • Signed by executive director • Signed by division assistant superintendent (OIEP office – signed by superintendent) • Signed by deputy superintendent • Send to Office of Internal Operations. Yes Bid Requirements Forms Required* Approval Process $250,000+ Return to Main Page *Click here to access WVDE forms

11. PURCHASE ORDERS (Emergency Purchases) Bid Requirements Forms Required* Approval Process Emergency Purchases Yes • A written explanation must be provided immediately via fax, including estimated cost. • The appropriate bid requirements and forms (depending upon amount) listed in this document must be documented and attached to the purchase requisition and submitted to the Office of Internal Operations on the first working day following the emergency. • Purchases for unforeseen needs that protect human life and/or prevent loss or damage of government facilities • Will not consider the purchase if hardship was created from lack of planning • Additional information can be obtained from the Public Purchasing Procedures for Declared Emergency Situations (issued 1/10/03) or by contacting Phillip Uy (Extension 53411) in the Office of Internal Operations. • If emergency is during business hours, verbal approval of the state purchasing director must be obtained prior to purchase or work performed. • If emergency is after business hours, on a holiday or weekend, the state agency may proceed with the emergency purchase. Provide immediate written justification of the action to the state purchasing director on the first working day following the emergency. • WVDE’s Office of Internal Operations must be notified of the emergency purchase. Return to Main Page *Click here to access WVDE forms

12. PURCHASE ORDERS (Direct Purchases) Bid Requirements Forms Required* Approval Process • For purchases over $25,000, the Department must complete and advertise an Intent to Award Sole Source with the WV Purchasing Division before any contract may be submitted to WV Purchasing Division for approval. • Vendor must include a statement with the bid that it is the sole source of supply. • The original signed bid from the vendor must include the product description, terms, FOB point of shipment and price. • A No Debt Affidavit needs to be completed by vendor. • For purchases over $25,000, a letter of justification and a letter verifying the vendor’s assertion that the vendor is a sole source supplier must accompany the procurement documents to the WV Purchasing Division. • WV-48Agreement or ED-48 Agreement (depending on amount) needs to be completed ….. • OR • A vendor’s agreement is acceptable as long as it describes the services to be performed, the dates of service and the price, AND there is a completed WV-96 Agreement Addendum attached. • WV-96 must have original signature from the same person signing the WV-48 Agreement. • A WV-50 Agreement Questionnaire must be completed for all contracts not competitively bid. • State name of originator on purchase order. • Signed by executive director • Signed by division assistant superintendent (OIEP office – signed by superintendent) • Signed by deputy superintendent • Send to Office of Internal Operations. Direct Purchases Yes Return to Main Page *Click here to access WVDE forms

13. AGREEMENTS ($25,000 and Less) Requirements Forms Required* Approval Process • ED-48 Service Agreement: • This is a contract, usually for services, between vendor and WVDE. • All purchases not competitively bid require an agreement questionnaire. • If vendor is a WV teacher, please be sure to note such. • Travel expenses may be reimbursed under this agreement. • ED-47 Stipend Contract: • This is an agreement between WVDE and vendor, which is used when the vendor IS NOT performing a service for WVDE. • These fees are typically paid when a vendor is being educated or trained by WVDE. • Travel expenses may be reimbursed under this contract. • ED-48 Service Agreement (see requirements on left) • ED-47 Stipend Contract (see requirements on left) • No Debt Affidavit form • Originator’s initials in upper right-hand corner • Signed by executive director (agreements under $1000 – over $1000 initial in upper right hand corner) • OR • Signed by division assistant superintendent or OIEP superintendent (agreements $1001 - $5000 – over $5000 initial in upper right hand corner) • OR • Signed by deputy superintendent (over $5,000) • Send to Office of Internal Operations. $25,000 and Less Yes No Click here Return to Main Page *Click here to access WVDE forms

14. AGREEMENTS ($25,001 and Up) Bid Requirements Forms Required* Approval Process • WV-35 Purchase Requisition: • Request for services anticipated to exceed $25,000 • Must be properly completed by WVDE before forwarding to WV Purchasing Division • WV-48 Agreement: • Services contract in excess of $25,000, between vendor and WVDE • Travel will not be reimbursed by WVDE; vendor shall bear this expense. Note this information on documents (i.e. invoice). • WV-35 Purchase Requisition • WV-48 Agreement • WV-50 Agreement Questionnaire (if procurement WAS NOT through a competitive bid process) • WV-96 Agreement Addendum (required with any agreement not approved by AG’s office) • No Debt Affidavit form • Originator’s initials in upper right-hand corner • Executive director’s initials in upper right-hand corner (agreements under $1000) • Division assistant superintendent’s initials in upper right-hand corner (agreements $1001 - $5000) (OIEP office – signed by superintendent) • Signed by deputy superintendent (over $5,000) • Send to Office of Internal Operations. $25,000 and Up Yes Return to Main Page *Click here to access WVDE forms

15. GRANT AWARDS Requirements Forms Required* Approval Process $1.00 to $1,000 Yes • Under “Scope and Conditions,” includepurpose of the grant. Be specific. • Also, include these statements: • “These funds are to be used by the grantee only for specified activities defined in this grant award.” • “Funds provided to the grantee shall be used solely for the line items described in the approved budget. Line items may not be changed without the prior approval of the WVDE Project Official.” • “This grant is subject to monitoring by the WVDE.” • “The grantee shall acknowledge the funding source used for all material developed or purchased, training delivered and/or equipment purchased.” • CONTINUED ON NEXT SLIDE… Click here • WVDE 13-60-11 • WVDE 13-60-10 (if not a county board or RESA – see last requirement) • W-9 Taxpayer Identification Number and Certification (if grantee has address change or is not currently in the FIMS system) • Signed and approved by executive director • Signed by executive Director of office of Internal Operations No Click here Return to Main Page *Click here to access WVDE forms

16. GRANT AWARDS Requirements Forms Required* Approval Process $1.00 to $1,000 Yes • If using state funds, include this statement: • “Indirect costs shall not be charged against this grant.” • If grant award is to a county board of education or a RESA, include one of the following statements: • “Funds will be advanced when this grant award is signed by grantee and returned to the WVDE.” (when using state funds), - • OR • “Funds must be requested via the web: http://wvde.state.wv.us/s/request” (when using federal funds) • If grant award is to an entity other than a county board or a RESA, include this statement: • “Funds must be requested and accounted for using the quarterly financial report form WVDE 13-60-10.” • WVDE 13-60-11 • WVDE 13-60-10 (if not a county board or RESA – see last requirement) • W-9 Taxpayer Identification Number and Certification (if grantee has address change or is not currently in the FIMS system) • Signed and approved by executive director • Signed by executive director of Office of Internal Operations No Click here Return to Main Page *Click here to access WVDE forms

17. GRANT AWARDS Forms Required* Requirements Approval Process $1,001 to $5,000 Yes Under “Scope and Conditions”, include purpose of the grant. Be specific. Also, include these statements: “These funds are to be used by the grantee only for specified activities defined in this grant award.” “Funds provided to the grantee shall be used solely for the line items described in the approved budget. Line items may not be changed without the prior approval of the WVDE Project Official.” “This grant is subject to monitoring by the WVDE.” “The grantee shall acknowledge the funding source used for all material developed or purchased, training delivered and/or equipment purchased.” CONTINUED ON NEXT SLIDE… Click here • WVDE 13-60-11 • WVDE 13-60-10 (if not a county board or RESA – see last requirement) • W-9 Taxpayer Identification Number and Certification (if grantee has address change or is not currently in the FIMS system) • Signed and approved by executive director • Signed by the assistant superintendent • Signed by executive director of Office of Internal Operations No Click here Return to Main Page *Click here to access WVDE forms

18. GRANT AWARDS Forms Required* Requirements Approval Process $1,001 to $5,000 Yes • Signed and approved by executive director • Signed by the assistant superintendent • Signed by executive director of Office of Internal Operations • If using state funds, include this statement: • “Indirect costs shall not be charged against this grant.” • If grant award is to a county board of education or a RESA, include one of the following statements: • “Funds will be advanced when this grant award is signed by grantee and returned to the WVDE.” (when using state funds), • OR • “Funds must be requested via the web: http://wvde.state.wv.us/s/request” (when using federal funds) • If grant award is to an entity other than a county board or RESA, include this statement: • “Funds must be requested and accounted for using the quarterly financial report form WVDE 13-60-10.” • WVDE 13-60-11 • WVDE 13-60-10 (if not a county board or RESA – see last requirement) • W-9 Taxpayer Identification Number and Certification (if grantee has address change or is not currently in the FIMS system) No Click here Return to Main Page *Click here to access WVDE forms

19. GRANT AWARDS Forms Required* Requirements Approval Process Under “Scope and Conditions,” include purpose of the grant. Be specific. Also, include these statements: “These funds are to be used by the grantee only for specified activities defined in this grant award.” “Funds provided to the grantee shall be used solely for the line items described in the approved budget. Line items may not be changed without the prior approval of the WVDE Project Official.” “This grant is subject to monitoring by the WVDE.” “The grantee shall acknowledge the funding source used for all material developed or purchased, training delivered and/or equipment purchased.” If using state funds, include this statement: “Indirect costs shall not be charged against this grant.” Continued on next slide… click here • Signed and approved by executive director • Signed by the assistant superintendent • Signed by executive director of Office of Internal Operations • Signed by the deputy superintendent Yes • WVDE 13-60-11 • WVDE 13-60-10 (if not a county board or RESA – see last requirement) • W-9 Taxpayer Identification Number and Certification (if grantee has address change or is not currently in the FIMS system) $5,000.01 and Up Return to Main Page *Click here to access WVDE forms

20. GRANT AWARDS Forms Required* Requirements Approval Process Yes $5,000.01 and Up • If grant award is to a county board of education or a RESA, include one of the following statements: • “Funds will be advanced on or about these dates: 20% July 5, 22% October 5, 26% October 5, 26% January 5 and 32% April 5. Grantees should request changes to this advancement of funds schedule if excess or deficit cash balances are anticipated.” (when using state funds), • OR • “Funds must be requested via the web: http://wvde.state.wv.us/s/request” and “The WVDE will also monitor the cash balance of this grant using financial information on the WVEIS. If excess or deficit cash balances occur, the advances will be adjusted.” (when using federal funds) • If grant award is to an entity other than a county board or a RESA, include this statement: • “Funds must be requested and accounted for using the quarterly financial report form WVDE 13-60-10.” • WVDE 13-60-11 • WVDE 13-60-10 (if not a county board or RESA – see last requirement) • W-9 Taxpayer Identification Number and Certification (if grantee has address change or is not currently in the FIMS system) • Signed and approved by executive director • Signed by the assistant superintendent • Signed by executive director of Office of Internal Operations • Signed by the deputy superintendent Return to Main Page *Click here to access WVDE forms