CRFQ DOT2600000031 Inst to Vendors.pdf

This document is an Instructions to Vendors Solicitation issued by the West Virginia Purchasing Division for a competitive bid process. The solicitation (CRFQ 0803 DOT260000031) includes a mandatory pre-bid meeting scheduled for October 16, 2025, at 1:00 p.m. at the Cabell County Headquarters Building in Barbarsville, WV. Vendors must attend this mandatory meeting, and failure to do so will result in bid disqualification. The bid opening is set for November 5, 2025, at 1:30 p.m., with questions from potential bidders due by October 27, 2025. Bids can be submitted electronically through wvOASIS, in paper form, by courier, or by facsimile to the Department of Administration, Purchasing Division in Charleston, WV.

The solicitation includes several important provisions for vendors, such as mandatory registration prior to contract award, with a $125 fee if applicable. The state allows for vendor preferences in certain categories, including small, women-owned, or minority-owned businesses, and for purchases of motor vehicles or infrastructure project equipment. Vendors must comply with communication limitations, electronic file access restrictions, and are subject to potential rejection if deemed non-responsible. The Purchasing Division reserves the right to waive minor irregularities, accept or reject bids in whole or part, and requires vendors to clearly mark any exceptions or modifications to the solicitation requirements.