CRFQ DMV2600000003 Inst to Vendors.pdf

This document is a set of Instructions to Vendors Submitting Bids for the West Virginia Purchasing Division, specifically for a solicitation numbered CRFQ DMV260000003 issued by the Department of Administration. The bid is scheduled to be opened on October 7, 2025 at 1:30 pm, with a question submission deadline of September 25, 2025 at 10:00 am. Vendors are instructed to submit questions to John Estep via email at john.w.estep@wv.gov or by fax at (304) 558-3970. The solicitation allows electronic bid submissions through wvOASIS and paper or facsimile submissions to the Purchasing Division at 2019 Washington Street East, Charleston, WV 25305-0130.

The document outlines several key vendor requirements, including mandatory terms, communication limitations, and preference considerations. Vendors must be properly registered with the West Virginia Purchasing Division and may be subject to a $125 registration fee. The state applies reciprocal preferences for resident vendors and provides equal preference opportunities for small, women-owned, and minority-owned businesses. The Purchasing Division reserves the right to reject bids, waive minor irregularities, and determine vendor responsibility based on capability and integrity. Electronic bid submissions must be immediately accessible, and vendors are prohibited from encrypting files or creating access barriers that prevent immediate review of their bid materials.