Commonly Asked Procurement Questions

For more information, please contact a Procurement Professional or send an email to pcps@mail.wvu.edu.

Can I sign this document?

Generally, no you may not sign a document that obligates the University to expend funds. If a document (including quotes or proposals) has any terms and conditions, and you are using state or Research Corporation funds, it needs to be reviewed and signed by PCPS. Only a small number of individuals outside of PCPS have signature authority, please see the General Counsel website for a full list.

When do I need to reach out to PCPS?

If you need to purchase anything over the bid threshold, or your purchase is complicated, contact PCPS to create an appropriate solicitation event. See Procurement Manual for specific bid thresholds and best practices.

Can I review the contract myself or does it need to go to PCPS?

All contracts which obligate the University to expend funds must be reviewed by PCPS.

I want to purchase something that is considered construction. How do I do that?

Construction has specific State mandated requirements. In order to meet these requirements and avoid potential liability and risk, any construction services must be routed through one of the Procurement professionals in our Construction Services category.

I want to purchase something that is not considered construction and I do not know where to go?

Our preference is to use our contracted supplies, and many products are available through catalogs on Mountaineer Marketplace. Please see Procuring Goods for a full list of already contracted suppliers. For services, please reach out to the appropriate Procurement professional.

I want to purchase a good or service and already have a supplier in mind. How do I proceed?

Depending on the funding, amount, time constraints , liability, and other factors, you may need an agreement or even solicitation before purchasing. Please reach out to the appropriate Procurement Professional prior to negotiation to ensure you are following the best practices.
Contacting or negotiation with a supplier prior to reaching out to Procurement may result in that supplier being disqualified from submitting a bid or proposal for the goods or services you are seeking. Always check with Procurement prior to contacting the supplier.

Is this a subaward?

Please refer to the Office of Sponsored Programs Website for more information on how to determine if something is a subaward or subcontract.

PCPS has an existing contract that I want to renew, what do I do?

Contact the appropriate Procurement professional well before the contract renewal date, and prior to contacting the supplier. Procurement can assist you in determining the best possible path forward for renewal and potentially negotiate better terms or rates on your behalf.

PCPS has an existing contract that I do NOT want to renew, what do I do?

Contact the appropriate Procurement professional well in advance of the renewal date, and prior to contacting the supplier, so they can review the agreement for the proper notification requirements. This could prevent further liability or unwanted renewals for the University.