West Virginia Code of State Rules › Agency 144 - Tourism › Title 144 - PROCEDURAL RULE WEST VIRGINIA TOURISM OFFICE › Series 144-03 - Purchasing Procedures › Section 144-3-4 - Duties of Procurement Officer

Current through Register Vol. XLI, No. 28, July 12, 2024
4.1. The
				Procurement Officer shall, in addition to other responsibilities provided
				throughout this rule, perform the following duties:
4.1.1. Ensure that purchases and contracts
				for commodities and services are based on competitive bids whenever, in the
				opinion of the Procurement Officer, it is appropriate and in the best interest
				of the Department of Tourism.
4.1.2. Establish and maintain a list of
				commodities and services, subject to the approval of the Secretary, that are
				not possible to submit for competitive bid by the Department.
4.1.2.a. The Department may purchase the
				commodities and services on the list directly from the vendor and are not
				required to solicit competitive bids for purchase of those items approved by
				the Procurement Officer.
4.1.2.b.
				The Procurement Officer may, upon the approval of the Secretary, amend the list
				of commodities and services that are not possible for competitive bid by the
				Department as he or she may determine to be appropriate. Requests to add
				commodities or services to the list must be accompanied by written
				justification and an explanation of why competitive bids are not
				possible.
4.1.3.
				Prescribe the manner in which commodities and services shall be purchased,
				delivered, stored, and distributed.
4.1.4. Purchase or contract for commodities
				and services required by the Department.
4.1.5. Review specifications and descriptions
				before soliciting bids to ensure specifications and descriptions do not have
				the purpose of favoring a particular brand or vendor.
4.1.6. Accept or reject any and all bids in
				whole or in part.
4.1.7. Waive
				minor irregularities in bids or specifications when the Procurement Officer
				determines such action to be appropriate.
4.1.8. Apply and enforce standard
				specifications.
4.1.9. Prescribe,
				if determined necessary, the amount of deposit or bond that may be required for
				security on certain contracts.
4.1.10. Prescribe the manner of inspection
				for all deliveries of commodities and services.
4.1.11. Authorize staff to review, audit, and
				approve requests, purchases, and other transactions and performance that fall
				under the duties of the Procurement Officer. Authorized staff shall have access
				at any and all times to personnel, records, reports, and other documents, as
				needed. Authorized staff may also provide relevant training for Department
				personnel.
4.1.12. Recommend to the
				Secretary the following corrective actions if any personnel fail to comply with
				the guidance established for purchases of $25,000 or less:
4.1.12.a. Suspend or reduce purchasing
				permission for the responsible personnel.
4.1.12.b. Require additional reports and
				documentation relating to purchases of $25,000 or less for Procurement Officer
				review.
4.1.12.c. Require
				additional oversight that the Procurement Officer deems appropriate.
4.1.12.d. Require the personnel responsible
				for purchases of $25,000 or less participate in remedial training as approved
				by the Procurement Officer.
4.1.13. Ensure that all materials, supplies,
				and equipment are inspected upon delivery and again prior to final acceptance
				to ensure compliance with the contract requirements and specifications, and any
				discrepancies should be document. The Procurement Officer may require a vendor
				to pick up any merchandise not conforming to specifications and replace the
				merchandise immediately, or to pay such damages as are determined to be
				appropriate.