reglab/statecodes huggingface dataset:
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-05 - Contracted Police or Security Services › Section 99-5-5 - Assignment of Members

Current through Register Vol. XLI, No. 28, July 12, 2024
5.1. The Officer
				in Charge of Field Operations or his/her designee shall coordinate the manpower
				recruitment and allocation for all approved requests for extraordinary police
				or security services and negotiate minor contract provisions.
5.2. Members accepting extraordinaryduty must
				be in one of the following duty statuses:
5.2.a. Day off duty;
5.2.b. Annual leave;
5.2.c. Compensatory day off;
5.2.d. Holiday off duty; or
5.2.e. Regularly scheduled work day, provided
				that there is a minimum of eight hours within the twenty-four hour period where
				the member is neither in an on-duty status nor on extraordinary duty
				status.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-05 - Contracted Police or Security Services › Section 99-5-6 - Compensation and benefits

Current through Register Vol. XLI, No. 28, July 12, 2024
6.1. The division
				comptroller shall compute compensation for members on extraordinary duty at the
				rate specified by the contract regardless of the member's classification under
				the Fair Labor Standards Act or the member's normal hourly compensation rate.
				The comptroller will deduct applicable state and federal taxes from the
				member's total extraordinary duty compensation.
6.2. The comptroller will make the
				requireddeductionsof retirement contributions from extraordinary duty
				compensation. All other division benefits will remain in force during
				extraordinary duty.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-1 - General

Current through Register Vol. XLI, No. 28, July 12, 2024
1.1. Scope.
				-- This rule specifies guidelines for purchasing and paying for
				commodities and services necessary for the operation of the West
				Virginia Division of Protective Services. This rule is established to
				ensure that division purchasers comply with Purchasing Division
				Rules, and to promulgate procedures for purchases that are exempted
				from the purchasing provisions of West Virginia Code §
									5A-3-3.
				Specifically, the purchase of equipment as necessary to maintain
				security at the Capitol Complex and other state facilities.
1.2. Authority. -- W.
				Va. Code '15-2D-3.
1.3.
				Filing Date. -- December 11, 2020
1.4. Effective Date. -- January 11,
				2021
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-3 - Policy

Current through Register Vol. XLI, No. 28, July 12, 2024
3.1. Each
				employee of the West Virginia Division of Protective Services, who
				has the authority or responsibility to purchase commodities and
				services, shall be advised of the Purchasing Division's Rules, in the
				West Virginia Code of State Rules Title 148, Series 1, contained on
				the West Virginia Secretary of State's website, the West Virginia
				Purchasing Card Policies and Procedures, contained on the West
				Virginia State Auditor's website, and the policies of the West
				Virginia Division of Protective Services.
3.2. These policies are provided to
				assist division purchasers with information, that will allow them to
				properly purchase commodities and services, and allow for the
				efficient operation of the division.
3.3. These policies outline proper
				purchasing procedures, and are provided to ensure compliance with the
				State Auditor's Purchasing Card Policies and Procedures, Purchasing
				Division Rules, and division policies.
3.4. This policy shall define for
				each employee the standards of purchasing required by the Director.
3.5. These policies and
				procedures governing the purchases of commodities and services of the
				West Virginia Division of Protective Services shall be contained
				within the Division's Internal Operating Procedures Manual in an
				electronic format available to all employees of the
				division.
3.6. Electronic
				versions of the Purchasing Policy shall remain the exclusive property
				of the West Virginia Division of Protective Services. Printed manuals
				issued to uniformed or non-uniformed members of the division, shall
				be returned to the issuing authority upon the employee's retirement,
				resignation, or dismissal from the division. Likewise, access to the
				electronic version of the Purchasing Policy shall also be terminated.
3.7. Information
				contained within the electronic version of the Purchasing Policy is
				intended for the exclusive use of division members and shall not be
				reproduced or otherwise disseminated to any person without the
				express consent of the Director. All requests for a partial or
				complete copy of the Purchasing Policy shall be directed to the
				Director.
3.8. This
				policy is for internal use only and does not enlarge an employee's
				civil or criminal liability in any way. It should not be construed as
				the creation of a higher standard of safety or care in an evidentiary
				sense, with respect to third party claims.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-4 - Procedures

Current through Register Vol. XLI, No. 28, July 12, 2024
4.1. Each
				purchaser of the West Virginia Division of Protective Services, who
				has the authority or responsibility to purchase commodities and
				services, shall follow the State Auditor's Purchasing Card Policies
				and Procedures, Purchasing Division Rules, and division policies for
				every purchase made.
4.2. It is the intent of the
				Director to follow all policies, procedures, and rules of the
				Purchasing Division, but it is imperative that the division maintain
				the security of the Capitol Complex and property owned, leased, or
				operated by the State of West Virginia.
4.3. The Director may authorize
				purchases outside these guidelines when purchases are deemed
				necessary and in the best interest of the division and the state.
4.4. The division will
				utilize the exemption promulgated in West Virginia Code
				§
									15-2D-3, to purchase equipment as necessary to maintain the
				security at the Capitol Complex and other state facilities.
4.5. This exemption will
				include purchases to replace, upgrade, service, and maintain
				equipment within the divisions security systems, and will also
				include personal equipment for division law enforcement officers and
				security personnel. At a minimum this will include weapons, ballistic
				vests, uniforms, and gear that are necessary to properly equip a
				uniformed law enforcement or security officer.
4.6. Maintaining and upgrading
				security equipment within the divisions security systems is
				imperative in maintaining security and continuing the operational
				efficiencies of the division. Inoperable equipment prohibits the
				division from ensuring the safety and security of the Capitol Complex
				and property owned, leased, or operated by the State of West
				Virginia.
4.7.
				Purchasers of the division who have the authority or responsibility
				to purchase commodities and services, shall not make any purchase(s),
				without contacting the Procurement Director or designee, except for
				purchases related to the operation of a division vehicle/utility
				vehicle.
4.7.a. When such a request
				is made the Procurement Director will determine if the request is
				appropriate.
4.7.b. If
				the request is deemed appropriate, the Procurement Director will
				instruct the employee how to proceed or will advise the employee that
				he/she will assume the responsibility of making the procurement.
4.7.c. This procedure
				will ensure that division policies are followed when division
				purchasers are procuring goods and services.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-5 - Purchasing up to $25,000

Current through Register Vol. XLI, No. 28, July 12, 2024
5.1.
				The division has established the following Purchasing Division
				spending guidelines within the agency, each with bidding and
				documentation requirements as described below. These requirements
				will be followed when appropriate and applicable.
When
				appropriate and applicable Statewide Contracts are to be utilized for
				agency purchases.
5.2. Purchases $2,500 and Less:
				Competitive bids are not required but are encouraged when possible.
				Required documentation: Invoice or receipt and P-Card report, a copy
				of the contract front sheet showing item numbers and pricing page(s)
				if applicable.
5.2.a. Amounts spent
				with vendors are viewed comprehensively. The division will monitor
				expenditures with vendors to ensure that the total amount spent with
				a given vendor, within any 12-month period, does not exceed an
				applicable bid threshold without the proper level of documentation
				and bidding.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-6 - Purchasing over $25,000.00

Current through Register Vol. XLI, No. 28, July 12, 2024
6.1. The Procurement Director will
				transact and work directly with the Purchasing Division for all
				purchases over $25,000.00, Requests for Proposals ("RFP") and
				Expressions of Interest ("EOI"). The Procurement Director will
				provide annual training to agency employees, involved in the purchase
				of commodities and services, in addition to required P-Card training.
				All agency employees conducting purchasing transactions will be
				required to meet all mandatory training requirements, either in
				person or provided online.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-7 - Bid Process

Current through Register Vol. XLI, No. 28, July 12, 2024
7.1.
				Requests for Quotations: a (RFQ) should be used to acquire all
				tangible property (i.e. equipment, supplies, etc.). The RFQ is
				required for all purchases between $10,000.01 and $25,000. Exceptions
				to this requirement may be granted by the Purchasing Division.
7.2. An RFQ consists of:
				A detailed description of, or specification for, the item(s) being
				purchased; delivery date, if required; bid price per unit of the
				item(s); any applicable maintenance; and quantities of all items.
7.2.a. Each item should be
				identified by a model number or some other specific identification.
				Prices cannot be altered after bids are opened. The RFQ must have an
				established date and time for the bid opening, after which bids will
				no longer be accepted. All bids should be annotated with the date and
				time of receipt.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-8 - Projects Exceeding $250,000

Current through Register Vol. XLI, No. 28, July 12, 2024
8.1. Pursuant to West Virginia Code
				§
									5G-1-1, agencies must utilize the Expression of Interest (EOI)
				procurement method to solicit architectural and engineering services
				for projects estimated to exceed $250,000. For purposes of
				determining the $250,000 threshold, the project cost is calculated by
				combining the construction cost and associated architectural and
				engineering fees.
8.2.
				All EOIs exceeding $250,000 must be submitted using the EOI Standard
				Format for processing as a central procurement. The EOI will then be
				advertised within
wv
OASIS and as a Class II legal ad
				as required by West Virginia Code.
8.3. Evaluation Committee: For the
				EOI evaluation committee, a committee of at least three members is
				required, and not more than five persons, that are knowledgeable of
				the service to be acquired, is recommended. The Procurement Director
				may also invite individuals to serve as advisors who are subject
				matter experts, knowledgeable in the area of discussion. The advisors
				may assist the evaluation committee members (referred to as
				evaluators) in the evaluation process.
8.4. The Procurement Director, who
				is skilled in purchasing techniques and procedures, must serve on the
				evaluation committee as a full voting member.
8.5. A non-state employee shall not
				serve as voting member of the evaluation committee.
8.6. The names and other relevant
				information for all evaluation committee members and advisors must be
				recorded prior to the release of the EOI. The submission must include
				justification for any identified advisors.
8.7. To ensure there is no conflict
				or influence on the committee members' decision process, the
				evaluation should take place with only the designated evaluators and
				advisors present.
8.7.a.
				Evaluation: Following the bid opening of EOI responses, the
				evaluation committee shall:
8.7.a.1. Evaluate the statements of
				qualifications and performance data and other material submitted;
8.7.a.2. Develop a
				"short list" (minimum of three firms) which, in their opinion, are
				best qualified to perform the desired service; and
8.7.a.3. Interview each firm on the
				"short list" and discuss anticipated concepts and proposed methods of
				approach to the assignment, including clarification of qualifications
				and performance data, the scope of services offered and needed time
				to complete project.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-9 - Emergency Purchases

Current through Register Vol. XLI, No. 28, July 12, 2024
9.1.
				Purchases may be necessary when unforeseen causes arise, however,
				emergency purchases are not to be utilized for hardships resulting
				from neglect, poor planning or lack of organization by the spending
				unit.
9.1.a. An emergency purchase
				can only be made if the Director, Deputy Director, or Procurement
				Director, exercising sound judgment and discretion, concludes in good
				faith and upon reasonable and sufficient grounds that some unforeseen
				or unexpected circumstance has suddenly created a situation requiring
				that commodities or services be immediately purchased. A request for
				an emergency purchase must be made to the Procurement Director, which
				at a minimum shall describe the situation and cause, necessitating
				the emergency purchase.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-10 - Contract Commencement

Current through Register Vol. XLI, No. 28, July 12, 2024
10.1.
				With the exception of certain approved emergency contracts, the
				encumbrance date is the earliest date that a vendor may commence work
				on any contract. No authority may be given to the vendor or any other
				entity to commence work unless an encumbered contract has been
				processed by the division and received by the vendor.
10.1.a. In regard to construction
				projects, when an architectural or engineering (A/E) firm is
				employed, construction does not commence until such time as the
				division gives the contractor a Notice to Proceed.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-11 - Lease Purchases

Current through Register Vol. XLI, No. 28, July 12, 2024
11.1.
				A lease purchase contract is a contract that includes periodic lease
				payments, and in some cases a final lump sum payment, with ownership
				of the equipment being vested in the agency immediately or at the
				lease term expiration. The minimum purchase cost to consider a
				lease-purchase as an option is $500,000.00 unless the Director grants
				an exception to this minimum amount. A letter of justification must
				be prepared, signed by the Purchaser and submitted to the division
				prior to any attempt to enter into a Lease Purchase.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-12 - Cooperative Contracts

Current through Register Vol. XLI, No. 28, July 12, 2024
12.1.
				Is a term utilized to describe the use of and/or adoption of an
				existing contract of another public entity or entering into a joint
				solicitation with other public entities.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-13 - Printing and Printing Equipment

Current through Register Vol. XLI, No. 28, July 12, 2024
13.1. All printing and binding
				services should be run through the Procurement Director to ensure
				best methods are utilized. Outside sources may be utilized if there
				is no internal method to perform the requested service.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-14 - Vehicles

Current through Register Vol. XLI, No. 28, July 12, 2024
14.1. All
				vehicle purchases, donations or seizures regardless of dollar amount,
				must be processed through the Procurement Director.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-15 - Used Property

Current through Register Vol. XLI, No. 28, July 12, 2024
15.1.
				May be purchased through the normal competitive bid process or
				through the direct award procurement method with prior approval from
				the Procurement Director.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-16 - Banking Goods and Services

Current through Register Vol. XLI, No. 28, July 12, 2024
16.1. The Office of the State
				Treasurer must approve the acquisition of any kind of banking goods
				or services, which includes accepting payments and receiving funds
				via electronic commerce. Agencies must submit a request to the Office
				of the State Treasurer before issuing any Request for Proposal (RFP)
				or Request for Quotation (RFQ) or entering into any contract with
				another entity for banking goods or services, in accordance with W.
				Va. Code §§
									12-1-7 and 12-3A-6. Refer to Accounting section
				of this manual.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-17 - Radios and Microwave Equipment

Current through Register Vol. XLI, No. 28, July 12, 2024
17.1. In accordance with Governor's
				Executive Order 2-11, any purchase by a state spending unit or state
				agency, including purchases on behalf of state agencies, of two-way
				radio, microwave or satellite equipment and related services or
				purchases that utilize state or federal funds distributed to local
				entities by the State of West Virginia which are not listed on the
				Statewide Interoperability Executive Committee's State Interoperable
				Radio Network (SIRN) Approved Compatibility Equipment List, shall
				obtain the prior written approval from the Statewide Interoperability
				Coordinator (SWIC) for any proposed purchase of goods and services.
				SWIC approval or verification that the equipment is on the Approved
				Compatibility Equipment is required.
17.1.a. For a list of approved
				radios for use on the Statewide Interoperable Radio Network, visit
http://www.sirn.wv.gov/information/downloads/Pages/default.aspx
.
17.1.b. All contractual
				documents for two-way radio, microwave or satellite equipment and
				related services, including, but not limited to, land or tower
				leases, memorandums of understanding/agreement, training contracts,
				agreements or services, and purchasing or service contracts related
				to two-way radio, microwave or satellite equipment and related
				services for the division, and all local entities of the state of
				West Virginia which utilize state or federal funds distributed by the
				state of West Virginia, must be reviewed and approved by the SWIC to
				ensure compatibility with the SIRN, to promote the best possible
				value in purchasing, and to ensure all agencies participating in the
				SIRN and needing equipment and related services are covered by
				contractual documents.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-18 - Information Technology Equipment, Services and Software

Current through Register Vol. XLI, No. 28, July 12, 2024
18.1. W.
				Va. Code §
									5A-6-1, et seq., provides that the Chief Technology
				Officer (CTO) may evaluate and make recommendations on the design and
				suitability of Information Technology (IT) equipment and related
				services, and may review and make recommendations on the purchase,
				lease or acquisition of information equipment and contracts for
				related services, including temporary IT staffing by all state
				spending units.
18.1.a. Please
				reference West Virginia Office of Technology CTO Policy # CTO-19-001
				for guidance, which can be found at
https://technology.wv.gov/security/Pages/policies-issued-by-the-cto.aspx
.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-19 - Trade-In

Current through Register Vol. XLI, No. 28, July 12, 2024
19.1. The
				division has the ability to trade in used equipment to offset the
				purchase cost of new equipment. The trade-in process is not delegated
				to the purchasers, so any trade-in will be processed through the
				division regardless of dollar amount.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-20 - Standardization

Current through Register Vol. XLI, No. 28, July 12, 2024
20.1.
				Purchasers are permitted to standardize upon certain commodities by
				utilizing the process described below. Standardization shall allow
				the agency to specify a brand of product for competitive bidding or
				other appropriate procurement method without the need to consider
				other brands.
20.2.
				Standardization is limited to commodities that:
20.2.a. represent a core function
				of the division mission;
20.2.b. would yield a savings of
				time and money if standardized; and
20.2.c. either require testing or
				evaluation to determine accuracy or consistency or require
				interoperability in a larger system or network.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-22 - Impossible to Bid List

Current through Register Vol. XLI, No. 28, July 12, 2024
22.1.
				Competitive Bidding Not Required: Purchaser may purchase the
				commodities and services on the list directly from the vendor and are
				not required to have contracts for the purchase of those items
				approved by the division unless otherwise noted below with the
				applicable item.
22.2.
				Documentation Requirements: Even though competitive bidding and
				division approval are not required for most Impossible to Bid List
				procurements, the spending unit must continue to follow documentation
				requirements associated with the applicable spend threshold, unless
				otherwise noted below with each item. For example, all vendors must
				complete vendor registration with the division, Secretary of State
				Registration, and the Purchasing Affidavit. Additionally, compliance
				checks such as vendor debarment, workers' compensation, etc., must be
				completed prior to completing the transaction.
22.3. Registration Fee Waiver: The
				vendor registration fee of $125 for all vendors providing commodities
				or services under Impossible to bid list of this manual is waived if
				it is in the best interest of the division.
22.3.a. This waiver only applies to
				transactions conducted under Impossible to bid list of the manual. If
				the vendor in question also obtains contracts through competitive
				bidding, direct award, or some other method, fee payment will be
				required.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-23 - Surplus

Current through Register Vol. XLI, No. 28, July 12, 2024
23.1.
				Coordinator: Procurement Director or designee shall be responsible
				for maintaining the agency's assets and to notify and train employees
				within the division on the procedures regarding the care and proper
				disposition of all division-owned assets.
23.2. Responsibility: Procurement
				Director is responsible for all assets under division jurisdiction,
				regardless of its state (removable or fixed), origin, or acquisition
				cost. Assets are maintained from date of purchase to date of
				retirement, this includes keeping equipment secure, entering assets
				into the Fixed Asset System, conducting physical inventories,
				submitting annual certification, retiring assets properly, etc.
23.3. Reportable Assets:
				Any personal assets, excluding expendable commodities as defined in
				the Non-Reportable Assets section, that has an original acquisition
				cost of $1,000 or more and a useful life of one year or longer must
				be entered into the Fixed Asset Module and will be referred to herein
				as "Reportable Assets". The division may enter assets that do not
				meet the definition of Reportable Assets into the Fixed Asset Module,
				but are not required to do so.
23.3.a. Any asset entered into the
				Fixed Asset Module will be treated as Reportable Assets for
				procedural purchases whether or not the property meets the definition
				of Reportable Assets.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-24 - Surplus Property Disposition

Current through Register Vol. XLI, No. 28, July 12, 2024
24.1. The Procurement Director must
				approve all methods of disposition related to commodities or
				expendable commodities regardless of the acquisition cost. All
				uniform and non-uniform members desiring to dispose of commodities or
				expendable commodities must follow the disposition procedures as
				outlined in this manual.
24.2. The disposal process shall
				begin when the employee makes the decision to dispose of or retire a
				commodity or expendable commodity. Based upon various factors,
				including the condition of and the potential to reuse the item, the
				employee shall recommend to the Procurement Director one of the
				following disposition methods;
24.2.a. Sell On-site
24.2.b. Trade-in
24.2.c. Sell for Scrap
24.2.d. Recycle/Dispose as
				Waste
24.2.e. Lost Asset
24.2.f. Stolen Asset
24.2.g. Destroyed Asset
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-25 - Methods of Disposition

Current through Register Vol. XLI, No. 28, July 12, 2024
25.1. Sell On-Site: Commodities or
				expendable commodities no longer needed by the division may be
				disposed of without removing them from the division's location.
				Commodities or expendable commodities disposed of by this method may
				be sold to an eligible organization, sold through a public sealed bid
				process, or sold through an internet auction. This is the preferred
				method of disposal when an item is exceedingly difficult or costly to
				transport or requires special handling.
25.1.a. To transfer an asset from
				the division to another agency (different department codes) the
				Procurement Director will complete a Fixed Asset Interfund Transfer
				(FAIT) in wvOASIS.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-26 - Appendix A

Current through Register Vol. XLI, No. 28, July 12, 2024
26.1.
				Monitoring Procedures: The division will conduct yearly P-Card and
				Procurement process reviews to ensure procedures within this policy
				are being followed. A representative from Procurement along with a
				representative from Accounting will conduct the reviews. A sampling
				from all purchases will be taken to ensure proper compliance with
				this manual. A report will be submitted to the Chief of Staff
				Services for review.
West Virginia Code of State Rules › Agency 99 - Protective Services › Title 99 - LEGISLATIVE RULE WEST VIRGINIA DIVISION OF PROTECTIVE SERVICES › Series 99-06 - Purchasing Policy › Section 99-6-27 - Forms

Current through Register Vol. XLI, No. 28, July 12, 2024
WV-48
http://intranet.state.wv.us/admin/purchase/wv-48.pdf
WV-49
http://intranet.state.wv.us/admin/purchase/wv-49.pdf
WV-96
http://www.state.wv.us/admin/purchase/vrc/wv96.pdf
WV-103
http://www.state.wv.us/admin/purchase/surplus/forms/WV103.pdf
Non-Conflict of Interest
http://intranet.state.wv.us/admin/purchase/nonconflict.pdf
Purchasing Affidavit
http://www.state.wv.us/admin/purchase/vrc/pAffidavit.pdf
RFP
http://www.state.wv.us/admin/purchase/handbook/2018/RFP.doc
RFQ
http://intranet.state.wv.us/admin/purchase/OneTimePurchaseRFQ.dox
Statewide Contract Listing
http://www.state.wv.us/admin/purchase/swc/
West Virginia Code of State Rules › Agency 100 - Records Management And Preservation Board › Title 100 - LEGISLATIVE RULE RECORDS MANAGEMENT AND PRESERVATION BOARD › Series 100-01 - County Records Management And Preservation Grant Program › Section 100-1-1 - General

Current through Register Vol. XLI, No. 28, July 12, 2024
1.1. Scope. -- This legislative rule
				establishes general guidelines for a county records management and preservation
				grants program administered by the Archives and History section of the Division
				of Culture and History for the Records Management and Preservation
				Board.
1.2. Authority. -- W. Va.
				Code '5A-8-15.
1.3. Filing Date. --
				May 8, 2002.
1.4. Effective Date.
				-- July 1, 2002.
West Virginia Code of State Rules › Agency 100 - Records Management And Preservation Board › Title 100 - LEGISLATIVE RULE RECORDS MANAGEMENT AND PRESERVATION BOARD › Series 100-01 - County Records Management And Preservation Grant Program › Section 100-1-2 - Definitions

Current through Register Vol. XLI, No. 28, July 12, 2024
2.1. "Archival quality" means a quality of
				reproduction providing permanent, durable, and nondestructive storage or
				copying medium for records consistent with established standards specified by
				state and national agencies and organizations responsible for establishing such
				standards, such as the Association for Information and Image Management, the
				American National Standards Institute, the National Bureau of Standards, the
				National Archives and Records Administration, and others as applicable to the
				project submitted for funding.
2.2.
				"Archival record" means all non-current records of continuing and enduring
				value useful to the citizens of the state and necessary to the administrative
				functions of counties and municipalities in the conduct of services and
				activities mandated by law. In appraisal of public records deemed archival, the
				terms "administrative," "fiscal," "historical," and "legal" shall be defined
				as:
2.2.a. "Administrative value" means the
				records have continuing utility in the operation of an agency of a
				county.
2.2.b. "Fiscal value" means
				the records are needed to document and verify financial authorizations,
				obligations and transactions.
2.2.c. "Historical value" means the records
				contain information, regardless of age, which provides understanding of some
				aspect of the government and promotes the development of an informed and
				enlightened citizenry.
2.2.d.
				"Legal value" means the records document actions taken in the protection and
				proving of legal or civil rights and obligations of individuals and
				agencies.
West Virginia Code of State Rules › Agency 100 - Records Management And Preservation Board › Title 100 - LEGISLATIVE RULE RECORDS MANAGEMENT AND PRESERVATION BOARD › Series 100-01 - County Records Management And Preservation Grant Program › Section 100-1-3 - County Records Management Assessment Program

Current through Register Vol. XLI, No. 28, July 12, 2024
3.1.
				The Records Management and Preservation Board (Board) is aware of the serious
				need of county offices throughout the state to manage a vast accumulation of
				public records in several formats for administrative and public access. The
				Board seeks to compile information and supporting data on the volume,
				condition, storage, and preservation storage needs of county records. The
				information gathered will enable the Board to establish a uniform records
				management program, including but not limited to, preservation, reformatting,
				and enhanced public access, utilizing the most efficient and cost effective
				applications and applying best practices and standards available. The data will
				also provide the Board with information necessary to develop a competitive
				grants program to support county records projects implementing standards and
				priorities established by the Board.
3.2. To qualify and participate in this
				initiative, the county will complete and return a general survey form for all
				offices receiving public funds (local, county, state and federal), providing
				information on the office - staffing, quantity of space allocated for current
				and inactive records, date span and volume, types of records, and
				etc.
3.3. The Board, upon
				completion of general mail-in survey form, will sponsor and fund complete
				county records assessment surveys. These on-site surveys will be conducted
				using designs and guidelines developed from similar practices in other states
				and issued by the Board. These surveys will collect more specific data
				necessary to identify records management and preservation conditions and needs,
				which will serve as the basis for the Board=s development of uniform records
				management procedures for all county government records.
West Virginia Code of State Rules › Agency 100 - Records Management And Preservation Board › Title 100 - LEGISLATIVE RULE RECORDS MANAGEMENT AND PRESERVATION BOARD › Series 100-01 - County Records Management And Preservation Grant Program › Section 100-1-4 - County Records Management Program

Current through Register Vol. XLI, No. 28, July 12, 2024
4.1. The Board,
				using data compiled from the surveys and best practices from other applicable
				states' records management programs, will compile and publish a county records
				management manual. This manual will issue general records retention and
				disposition schedules for county offices; provide information on records
				storage requirements both on and off site; filing systems; reformatting and
				electronic records guidelines; record destruction procedures; disaster
				preparedness procedures; and other record needs as identified by the survey
				data.
West Virginia Code of State Rules › Agency 100 - Records Management And Preservation Board › Title 100 - LEGISLATIVE RULE RECORDS MANAGEMENT AND PRESERVATION BOARD › Series 100-01 - County Records Management And Preservation Grant Program › Section 100-1-5 - County Records Management and Preservation Grants Program

Current through Register Vol. XLI, No. 28, July 12, 2024
5.1. Based on record needs identified by the
				survey data, the Board will identify priorities for records management and
				preservation of original historical public records and/or historical
				information contained on these records, and establish a competitive grants
				program for county projects addressing these priorities. Eligible program areas
				include, but are not limited to:
a.
				Implementation of an approved records schedule;
b. Processing and indexing
				projects;
c. Storage of records;
				and
d. Reformatting of
				records.
West Virginia Code of State Rules › Agency 100 - Records Management And Preservation Board › Title 100 - LEGISLATIVE RULE RECORDS MANAGEMENT AND PRESERVATION BOARD › Series 100-02 - Rules For General Management And Preservation Of County Records › Section 100-2-1 - General

Current through Register Vol. XLI, No. 28, July 12, 2024
1.1. Scope. -- This Legislative Rule sets
				forth general Standards and Procedures for the effective and uniform management
				and preservation of public records created and filed under the jurisdiction of
				the various county government entities.
1.2. Authority. -- W. Va. Code
				§
									5A-8-15.
1.3. Filing Date. --
				May 7, 2004.
1.4. Effective Date.
				-- July 1, 2004.
1.5. Purpose. --
				The purpose of the rule is to establish general standards and procedures for a
				uniform records management and preservation program, retention schedules for
				county government entities, and electronic records keeping systems.
West Virginia Code of State Rules › Agency 100 - Records Management And Preservation Board › Title 100 - LEGISLATIVE RULE RECORDS MANAGEMENT AND PRESERVATION BOARD › Series 100-02 - Rules For General Management And Preservation Of County Records › Section 100-2-2 - Applicability

Current through Register Vol. XLI, No. 28, July 12, 2024
2.1. This legislative rule applies to all
				county government entities and records, except those statutorily exempted from
				its application.
West Virginia Code of State Rules › Agency 100 - Records Management And Preservation Board › Title 100 - LEGISLATIVE RULE RECORDS MANAGEMENT AND PRESERVATION BOARD › Series 100-02 - Rules For General Management And Preservation Of County Records › Section 100-2-3 - Definitions

Current through Register Vol. XLI, No. 28, July 12, 2024
3.1. "Active Record" is a record that is
				currently used to fill the need for which it was originally created or
				acquired.
3.2. "Archival quality"
				means a quality of reproduction providing permanent, durable, and
				nondestructive storage or copying medium for records consistent with
				established standards specified by state and national agencies and
				organizations responsible for establishing such standards, such as the
				Association for Information and Image Management, the American National
				Standards Institute, the National Bureau of Standards, the National Archives
				and Records Administration, and others as applicable to the project submitted
				for funding.
3.3. "Archival record"
				means all inactive record of continuing and enduring value useful to the
				citizens of the state and necessary to the administrative functions of counties
				in the conduct of services and activities mandated by law. In appraisal of
				public records deemed archival, the terms "administrative," "fiscal,"
				"historical," and "legal" shall be defined as:
3.3.a. "Administrative value" means the
				records have continuing utility in the operation of an agency or a county
				office.
3.3.b. "Fiscal value" means
				the records are needed to document and verify financial authorizations,
				obligations and transactions.
3.3.c. "Historical value" means the records
				contain information, regardless of age, which provides understanding of some
				aspect of the government and promotes the development of an informed and
				enlightened citizenry.
3.3.d.
				"Legal value" means the records document actions taken in the protection and
				proving of legal or civil rights and obligations of individuals and
				agencies.
West Virginia Code of State Rules › Agency 100 - Records Management And Preservation Board › Title 100 - LEGISLATIVE RULE RECORDS MANAGEMENT AND PRESERVATION BOARD › Series 100-02 - Rules For General Management And Preservation Of County Records › Section 100-2-4 - Objectives

Current through Register Vol. XLI, No. 28, July 12, 2024
4.1. The county records management program
				shall manage the creation, use, maintenance, preservation and disposition of
				the records of county government entities utilizing uniform, efficient, and
				economical procedures and standards. The program shall:
4.1.a. Provide for the management and
				retention of all records of county government entities in all formats, to
				ensure the administrative, legal, fiscal, and historical needs of county
				government are met.
4.1.b.
				Identify, protect and preserve records vital to county government and its
				citizens.
4.1.c. Identify,
				preserve, and ensure records of permanent enduring value, historical or
				archival, are accessible to county government and its citizens, or are
				submitted for transfer to the director of archives and history for
				preservation.
4.1.d. Ensure that
				records of temporary or short term value are disposed of in accordance with
				approved records schedules.
4.1.e.
				Provide for economical government business operations and quality service to
				the public.
West Virginia Code of State Rules › Agency 100 - Records Management And Preservation Board › Title 100 - LEGISLATIVE RULE RECORDS MANAGEMENT AND PRESERVATION BOARD › Series 100-02 - Rules For General Management And Preservation Of County Records › Section 100-2-5 - Responsibilities

Current through Register Vol. XLI, No. 28, July 12, 2024
5.1. The Board shall:
5.1.a. Issue, revise and update records
				management manual to guide county record managers in the efficient and
				economical management of the records of county government entities.
5.1.b. Issue, revise and update record
				schedules providing for the retention and disposition of the records of county
				government entities.
5.1.c. Review,
				and approve or reject proposals or plans for electronic records systems being
				considered for implementation by county government entities to insure
				compliance with industry and national standards, and the Board's requirements
				for statewide uniformity.
5.1.d.
				Sponsor continuing surveys of the records and conditions of county government
				entities and the study of records management procedures and standards so as to
				introduce, improve, and increase uniformity in records management practices
				throughout county government entities.
5.1.e. Support and promote projects to
				improve access and preservation of the records of county government entities
				through the records grant program and other funding sources which might be
				identified.
5.1.f. Provide
				opportunities for continuing records management training for record managers in
				county government entities.
West Virginia Code of State Rules › Agency 101 - Juvenile Services › Title 101 - LEGISLATIVE RULE JUVENILE FACILITIES STANDARDS COMMISSION › Series 101-01 - WV Minimum Standards For Structure, Operation And Maintenance Of Juvenile Detention And Correctional Fac › Section 101-1-1 - General

Current through Register Vol. XLI, No. 28, July 12, 2024
1.1. Scope. -- This legislative rule establishes minimum standards and procedures for juvenile detention and correctional facilities under the jurisdiction of the West Virginia Division of Juvenile Services ("Division"). These standards apply to juvenile detention and correctional facilities completed after January 1, 2003, but shall serve as guidelines for any facility in operation before that date.
1.2. Enforcement -- Any issues of noncompliance with these standards established by this rule will be reported by the Governor's Committee on Crime, Delinquency and Correction to the Director of Juvenile Services ("Director") and the Chairman of the Juvenile Facilities Standards Commission, ("Commission") who will report the findings to the full Commission. The Commission will review the findings and make recommendations to the Regional Jail Authority and the Director, which will determine the appropriate remedial action, up to and including closure of the facility.
1.3. Authority. W. Va. Code §
									31-20-9a.
1.4. Filing Date. -- May 5, 2003.
1.5. Effective Date. -- May 5, 2003.
West Virginia Code of State Rules › Agency 101 - Juvenile Services › Title 101 - LEGISLATIVE RULE JUVENILE FACILITIES STANDARDS COMMISSION › Series 101-01 - WV Minimum Standards For Structure, Operation And Maintenance Of Juvenile Detention And Correctional Fac › Section 101-1-2 - Administration, Organization, and Philosophy

Current through Register Vol. XLI, No. 28, July 12, 2024
2.1. Organization and Administration. The juvenile detention and correctional facilities in West Virginia shall be administered and managed by the Division as provided in W. Va. Code §§49-5E et seq.
2.2. Philosophy, goals and policies. The Commission is responsible for the formulation and approval of desirable standards for the care of juveniles. The Commission's standards shall be updated through consultation with the Division, the respective juvenile detention and correctional facilities operated under the direction of the Division and of the Division's Advisory Board. The standards in this rule shall be the minimum standards established by the American Correctional Association's Standards for Juvenile Detention Facilities, as amended from time to time. The West Virginia State Licensing Requirements for Group Residential Facilities, 78CSR3, shall also be a source for the updating of the Commission's standards. The Division shall prepare a written statement that describes the philosophy, goals and policies of the facilities under its control, and is to be reviewed annually and updated as necessary. The Commission shall make available this statement to staff, residents and the general public upon request.
2.3. The policies and procedures of the facility will correlate and adhere to all provisions of West Virginia State Code, particularly those related to child-care practices and "reporting" procedures in the case of child neglect or abuse including "institutional abuse."
West Virginia Code of State Rules › Agency 101 - Juvenile Services › Title 101 - LEGISLATIVE RULE JUVENILE FACILITIES STANDARDS COMMISSION › Series 101-01 - WV Minimum Standards For Structure, Operation And Maintenance Of Juvenile Detention And Correctional Fac › Section 101-1-3 - Personnel

Current through Register Vol. XLI, No. 28, July 12, 2024
3.1. The Division shall abide by the rules and regulations of 143CSR1, West Virginia Division of Personnel Administrative Rules and follow the statutory provisions for personnel and human resource matters.
3.2. A criminal record check is conducted on all new employees in accordance with state and federal statutes.