CRFQ DOT2600000017 Inst to Vendors.pdf

This document is a Request for Proposal (RFP) from the West Virginia Purchasing Division for a solicitation of bids. The mandatory pre-bid meeting is scheduled for September 25, 2025, at 9:00am at Mercer County HQ in Princeton, WV. The bid submission deadline is October 3, 2025, by 10:00am, with the bid opening date and time set for October 14, 2025, at 1:30 pm at the Department of Administration, Purchasing Division in Charleston, WV. Vendors must submit bids electronically through wvOASIS or in paper form delivered to the specified address, with strict requirements for bid formatting, signatures, and compliance.

The solicitation includes several key provisions for vendors, such as mandatory registration with the West Virginia Purchasing Division (with a $125 fee), potential preferences for small, women-owned, or minority-owned businesses, and reciprocal preference for out-of-state vendors. The document outlines communication limitations, electronic file access restrictions, and the state's rights to reject bids or waive minor irregularities. Vendors must carefully follow all instructions, including completing an Addendum Acknowledgement Form, providing detailed specifications for alternate models or brands, and submitting all required documentation to avoid bid disqualification.