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Construction Purchases Policy

West Virginia University Policy
Division of Administration and Finance


WVU-PS-16

CONSTRUCTION PURCHASES POLICY

PURPOSE

The purpose of this policy is to establish a process for the approval of construction services.

SCOPE

This policy applies to all West Virginia University Departments needing construction services.

POLICY

Construction services involve safety, security, and maintenance risks and must meet certain statuary requirements. Therefore, a centralized approval and coordination process is necessary.

DEFINITIONS

“Construction services” is defined as any construction, reconstruction, improvement, alteration, repair, enlargement, painting, or decorating of any building, road, bridge, other structure or property owned by or located on property controlled by West Virginia University.

A “contractor” is a person who undertakes, offers to undertake, purports to have the capacity to undertake, or submits a bid for construction services in exchange for compensation in any capacity other than as an employee of West Virginia University.

OPERATIONAL GUIDELINES

Effective immediately, all construction services engagements must be approved by the WVU Facilities Management Department. Payments for construction services will not be allowed unless specifically authorized by Purchasing, Contracts, and Payment Services (PC&PS). To initiate the contracting process, a purchase requisition form must be completed and submitted to the Purchasing, Contracts and Payment Services department. The requisition must contain a short description of the project, including the building and room number. Upon receipt, the Purchase Requisition form will be routed to WVU Facilities Management for appropriate notification or approval, and then returned to Purchasing, Contracts and Payment Services for processing. The UPC (formerly CPC) approval is required for all capital improvement projects over $25K.

“For reference, the following documents must be submitted to PC&PS (by the contractor) each time a contract is awarded and before construction services may commence:”

Contractor Licenses for the State of West Virginia and for the city of Morgantown (if in city limits)

  1. Acknowledgement of the requirement to pay prevailing wage
  2. Proof of workers’ compensation
  3. Evidence that the Vendor is registered with the State
  4. Certification that the vendor is in compliance with the West Virginia Drug-Free Workplace Act
  5. Proof of Insurance
  6. Purchasing Affidavit
  7. Proof of Bonds (required if project is greater than $25,000)
  8. State of West Virginia Construction Purchase Order terms and conditions

PROCEDURE

Procedure development is the joint responsibility of Purchasing, Contracts, and Payment Services and the Facilities Management Department.

RESPONSIBILITY FOR IMPLEMENTATION

All departments are charged with providing full support to this policy. It is the responsibility of the Dean, Director, or Department Head to implement and maintain the policy within their college, department, or unit. Contact Purchasing, Contracts, and Payment Services at 293-5711 or P.O. Box 6024with questions or for additional information regarding this policy.

RESPONSIBILITY FOR INTERPRETATION

All departments are charged with providing full support to this policy. It is the responsibility of the Dean, Director, or Department Head to implement and maintain the policy within their college, department, or unit. Contact Purchasing, Contracts, and Payment Services at 293-5711 or P.O. Box 6024 with questions or for additional information regarding this policy.

Effective Date: March 17, 2010
Approved By: Narvel G. Weese, Jr., Vice President for Administration and Finance