CRFQ DOT2600000031 Inst to Vendors.pdf

This document is an "Instructions to Vendors Submitting Bids" from the West Virginia Department of Administration, Purchasing Division for solicitation CRFQ 0803 DOT26000000031. A mandatory pre-bid meeting is scheduled for October 16, 2025, at 1:00 p.m. at the Cabell County Headquarters Building in Barboursville, WV. Vendors must attend this meeting, and failure to do so will result in bid disqualification. The bid submission deadline is October 27, 2025, with bid opening set for November 5, 2025, at 1:30 p.m. at the Department of Administration, Purchasing Division in Charleston, WV. Vendors can submit bids electronically through wvOASIS, in paper form, by courier, or by facsimile.

The solicitation includes several important provisions for bidders, such as mandatory terms that could lead to disqualification if not followed, communication restrictions, and various preference options. Vendors must be properly registered with the West Virginia Purchasing Division and may be eligible for preferences in certain categories, including small, women-owned, or minority-owned businesses. The document outlines specific requirements for bid formatting, alternate models or brands, and electronic file submissions. The Purchasing Division reserves the right to reject bids, waive minor irregularities, and make final determinations about bid acceptability based on vendor capability and compliance with specified requirements.