CRFQ DMV2600000006 Inst to Vendors.pdf

This document is a set of Instructions to Vendors Submitting Bids issued by the West Virginia Department of Administration, Purchasing Division, for a state procurement solicitation. The instructions establish mandatory procedural requirements for vendors submitting competitive bids in response to solicitations. A pre-bid meeting is not required for this particular solicitation. Vendors must submit written questions by November 4, 2025 at 10:00 a.m. to John Estep at 2019 Washington Street, East Charleston, WV 25305, or via email to john.w.estep@wv.gov. All bids must be submitted by November 12, 2025 at 1:30 p.m. to the Department of Administration, Purchasing Division at 2019 Washington Street East, Charleston, WV 25305-0130, either in person, by courier, by facsimile to 304-558-3970, or electronically through wvOASIS. Bid opening will occur on November 12, 2025 at 1:30 p.m. at the Purchasing Division office. Vendors must acknowledge receipt of all addenda by completing an Addendum Acknowledgement Form submitted with their bid.

The instructions establish strict compliance requirements for bid submission, including mandatory signature requirements, proper formatting, and inclusion of vendor name, buyer identification, solicitation number (CRFO 0802 DMV2600000006), and bid opening date and time on submission envelopes. Alternate models or brands may be submitted if they meet specified quality standards, with vendors required to provide manufacturer specifications and documentation demonstrating equivalency. West Virginia applies reciprocal preferences to non-resident vendors, and small, women-owned, or minority-owned businesses must submit written certification of their status to qualify for applicable preferences. The Director of the Purchasing Division reserves the right to waive minor irregularities, reject non-responsive bids, and accept or reject any bid in whole or in part. All verbal communication between vendors and state personnel is non-binding; only official written addenda issued by the Purchasing Division are binding. Vendors must ensure electronic file submissions in wvOASIS are immediately accessible without encryption or password protection at bid opening time.