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West Virginia WIC Policy & Procedure 6.11 Effective Date: 08/01/11

6.11

Purchasing Regulations

1 of 2 POLICY:

The Local Agency must adhere to the purchasing regulations of its Parent Agency unless those regulations violate USDA Regulations or guidance issued by the State Agency.

PROCEDURE:

A. Purchases Requiring Prior State Agency Approval

1. Any purchase of $5,000 or more. The number of items per request must be clarified.

2. Any purchase for the purpose of automated data processing (computers, software, printers, etc.).

3. All Request for Proposals (RFP) must be reviewed and approved by the State Central Finance Office prior to release.

4. It is suggested that all Request for Quotations be reviewed by the State Central Finance Office prior to release.

Note: The State Agency will not approve any request received after August 31 of the grant year (Federal fiscal year) from which the purchase is to be made.

B. Purchases Requiring Prior State Agency and USDA Approval

1. Any purchase in excess of $25,000.

2. Any purchase of automated data processing equipment in excess of $99,999.

Note: The State Agency will not submit the request to USDA after August 25 of the grant year (Federal fiscal year) from which the purchase is to be made.

C. Method to Obtain USDA Approval of a Purchase

The Local Agency must write to the State Agency requesting the State Agency to approve and then seek USDA approval on behalf of the Local Agency. The Local Agency must describe the item(s) to be approved, the cost, justification for the purchase and a minimum of three (3) obtained bids. A “no bid” is not considered an obtained bid. It is suggested that the Local Agency solicit five (5) or more bids in order to obtain the three (3) required bids.

D. Capital Expenditures Requiring Prior State and USDA Approval

1. Capital expenditures for land or buildings are unallowable as a direct cost except with the prior approval of the State Agency and USDA.