CRFQ DOT2600000030 Inst to Vendors.pdf

This document contains Instructions to Vendors Submitting Bids issued by the State of West Virginia Department of Administration, Purchasing Division for a solicitation with Solicitation Number CRFQ 0803 DOT2600000030. The solicitation requires attendance at a mandatory pre-bid meeting scheduled for 1:00 p.m. on October 14, 2025, at District Two Headquarters, 801 Madison Avenue, Huntington, WV 25704. Failure to attend this mandatory pre-bid meeting will result in bid disqualification. Vendors may submit written questions by October 23, 2025, at 10:00 a.m. to John Estep at the Purchasing Division. Bids must be submitted by November 4, 2025, at 1:30 p.m. to the Department of Administration, Purchasing Division, 2019 Washington Street East, Charleston, WV 25305-0130, either electronically through wvOASIS, in paper form, by courier, or by facsimile to 304-558-3970. The bid opening will occur at the Purchasing Division office in Charleston on November 4, 2025, at 1:30 p.m.

Vendors submitting bids must include required information on submission envelopes or cover sheets and provide signatures on all bid submissions. Bids must be typed or electronically entered to prevent evaluation errors. The solicitation allows for alternate models or brands provided they are at least equal to specifications listed and comply with required standards, with the vendor bearing responsibility for demonstrating equivalency through manufacturer specifications and industry literature. West Virginia Code requires reciprocal preference for non-resident vendors and provides preferences for small, women-owned, or minority-owned businesses that are properly certified. The Purchasing Division Director reserves the right to reject any bid deemed non-responsive, waive minor irregularities, and accept or reject bids in whole or in part. Unit prices shall prevail in cases of bid discrepancies. All bidders must be properly registered with the West Virginia Purchasing Division prior to contract award and must pay the $125 registration fee if applicable. Verbal communication between vendors and state personnel regarding the solicitation is non-binding; only official written addenda issued by the Purchasing Division are binding.