Wyo. Code R. 006-0006-2
Effective Date: 07/01/1983 to 08/31/2011
Rule Type: Superceded Rules & Regulations
Reference Number: 006.0006.2.07011983
Section 1. Procurement up to $500.00 (Total to Pay). Agencies obtain supplies, materials or services when needed immediately up to a total expenditure of $500.00. This is an authorized expenditure by issuing a Voucher (WUAS-101). Or field Purchase Order (DAFC-60) to cover expenditure or by processing regular Requisition (WUAS-110). Purchase Order-Voucher (WUAS-100) issued by the Division from Requisition (WUAS-110). Exceptions to this policy are when items to be purchased are for merchandise that are: on contracts or are for equipment that must inventoried, subscriptions, membership fees, moving expenses or GSA purchases. In these exceptions a requisition, voucher or purchase order must be sent through the Division even though the amount is less than $500.00.
Section 2. Procurement $501.00 to $1500.00 (Total to Pay). Expenditures for $501.00 to $1500.00 are authorized from approved Requisition (WUAS-110). Informal telephone or verbal quotations may be solicited by Agencies, documented and sent to the Division. Documentation includes listing the name of the vendor, the quoted price and the item name including brand, model, etc., on a sheet of paper. Include also the names of three vendors whenever possible. Attach list to Requisition, (WUAS-110) when forwarding request. After review, Purchase Order-Voucher (WUAS-110) is issued by the Division. Informal written quotations may be solicited from vendors by Agencies or by the Division if the Agency so desires. Request for Quotation (DAFC-154) form (available through the State Supply System Warehouse) may be used by Agencies when soliciting their own quotes, and forwarded with the Requisition (WUAS-110) to the Division for review and approval. The Division reserves the right to competitively bid any expenditure from $501.00 to $1500.00 if it feels that better prices may be obtained by doing so.
Section 3. Procurement $1501.00 and Up (Total to Pay).
(a) The basic method for procuring supplies, materials, equipment and services for use by the State of Wyoming is by competitive sealed bidding, in order to secure acceptable products at the lowest possible cost to the taxpayers of the State. Competitive and noncompetitive negotiations are also used when the use of competitive sealed bidding is inappropriate.
(b) The purpose of this rule is to encourage maximum open competition in the purchasing program for the State of Wyoming and at the same time as sure all agencies of quality supplies, materials, equipment or services; reasonable delivery and the best possible price.
(c) This is an authorized expenditure from approved Requisition (WUAS-110). The law states expenditures in excess of $1500.00 shall be made by competitive sealed bidding when the configuration or performance specifications and other conditions permit. (W.S. 9-2-1016 (b) (xiv) (A)).
Whenever the Purchasing Administrator determines in writing that the use of competitive sealed bidding is not feasible or practical, contract for supplies, materials or services may be made by competitive negotiation. (W. S. 9-2-1016 (b) (xiv) (B)). Contracts may be made by noncompetitive negotiation only when competition is not feasible, as determined in writing prior to award by the Purchasing Administrator and as approved by the Governor. (W.S. 9-2-1016 (b) (xiv)(C)). Noncompetitive negotiation is normally used only on documented sole source or emergency purchases. Bids or contracts for contractual services, consulting services and special projects and services, for the purchase of hiring professionals, consultants or contracted services in an amount exceeding $1500.00 requires the approval of the Governor prior to State commitment. (W. S. 9-2-1016 (b) (xiv) (D)).
(d) Requisitions (WUAS-110) with complete, accurate specifications on the goods or services required must be forwarded to the Division. Formal bidding, competitive and noncompetitive negotiation will be done by the Division. After procurement procedure is complete, the Division issues Purchase Order-Voucher (WUAS-100).
(e) Agencies are not allowed to split orders to avoid the monetary limitation on any of the preceding policies.
Section 4. Emergency Purchases. It is realized that there will be emergency purchases and other exceptions that the procurement policies do not cover. Emergencies or exceptions must be verbally authorized by the Purchasing Administrator or the Purchasing Program Manager prior to an Agency making any commitment to vendors. As follow-up, the Agency must write a letter reiterating the situation and forward it with the Requisition (WUAS-110) to Purchasing. (W.S. 9-2-1016 (b) (vii)), the situation and forward it with the Requisition (WUAS-110) to Purchasing. (W.S. 9-2-1016 (b)(vii)).
Contracts exceeding $1500.00 must be bid competitively or, if not, the Purchasing Administrator must make written findings and, in some cases, the Governor must approve.
Section 5. Architectural, Engineering and Land Surveying Procurement Services. (W.S. 9-2-1029).
(a) The Division of Purchasing and Property Control will furnish a questionnaire to encourage firms lawfully engaged in the practice of these professions to submit annually a statement of qualifications or to update statements previously filed with the Division of Purchasing and Property Control. These statements must be filed with the Division of Purchasing and Property Control before a firm can be considered for state projects.
Statements may be filed for a specific project and be considered for that project only. If the statement is submitted through the Agency, the Agency will submit a copy of the statement to the Division of Purchasing and Property Control to be evaluated before adding to the approved list for that specific project.
(b) When these professional services are required by an Agency, the Agency will notify all qualified architects, engineers and land surveyors who have submitted the qualifying statements. The Division of Purchasing and Property Control also will give notice, in a newspaper of statement circulation, once a week for four consecutive weeks of the required services and how firms may apply for consideration (W.S. 9-2-1030)
(c) The selection by the principal representative shall be made from the approved list maintained by the Division of Purchasing and Property Control and shall be in accordance with W.S. 9-2-1031.
(d) The principal representative before obligating the State shall have the contract reviewed by the Attorney General as to form, execution and compliance with W.S. 9-2-1032. A copy of the approved and signed contract shall be submitted to the Division of Purchasing and Property Control for record in the vendors state contract file and for issuance of a state contract number for payment purposes.