CRFQ DOT2600000030 Inst to Vendors.pdf

This document is a set of Instructions to Vendors Submitting Bids for a solicitation issued by the West Virginia Department of Administration, Purchasing Division. The solicitation (CRFQ 0803 DOT2600000030) involves a mandatory pre-bid meeting scheduled for October 14, 2025, at 1:00 p.m. at District Two Headquarters in Huntington, WV. Vendors are required to attend this meeting, with failure to do so resulting in bid disqualification. The bid submission deadline is October 23, 2025, by 10:00 am, with the bid opening set for November 4, 2025, at 1:30 pm at the Department of Administration, Purchasing Division in Charleston, WV.

The document outlines several key requirements for vendors, including mandatory registration prior to contract award, with a $125 fee if applicable. The solicitation provides opportunities for preference, including reciprocal preference for non-resident vendors and special considerations for small, women-owned, or minority-owned businesses. Vendors must submit bids electronically through wvOASIS or in paper/facsimile form, with strict guidelines on bid formatting, communication limitations, and electronic file access. The purchasing division reserves the right to waive minor irregularities, reject bids from non-responsible vendors, and accept or reject any bid in whole or in part in accordance with West Virginia Code of State Rules.