CRFQ DOT2600000031 Inst to Vendors.pdf

This document comprises the Instructions to Vendors Submitting Bids for a solicitation issued by the State of West Virginia, Department of Administration, Purchasing Division, for solicitation number CRFQ 0803_DOT2600000031. A mandatory pre-bid meeting is scheduled for 1:00 p.m. on October 16, 2025, at the Cabell County Headquarters Building, 6335 US Route 60, Barblorsville, WV 25504. Vendors submitting bids must attend this meeting, and attendance will be verified through a sign-in sheet listing the vendor representative's name and the vendor represented. Vendors arriving after the start time but prior to the meeting's end may sign in but will be charged with knowledge of all matters discussed. Official and binding responses to questions posed at the pre-bid meeting will be published in a written addendum prior to bid opening. The question submission deadline is October 27, 2025, and questions should be directed to John Estep at 2019 Washington Street, East Charleston, WV 25305, via fax at (304) 558-3970, or by email at john.w.estep@wv.gov. Bids must be submitted on or before November 5, 2025, at 1:30 p.m. at the Department of Administration, Purchasing Division, 2019 Washington Street East, Charleston, WV 25305-0130. Bids may be submitted electronically through wvOASIS, in paper form delivered in person or by courier, or by facsimile to (304) 558-3970. All bids must contain a signature, and failure to sign will result in bid rejection.

Vendors must acknowledge receipt of all addenda issued with the solicitation by completing an Addendum Acknowledgement Form; failure to do so may result in bid disqualification. Bids must be typed or electronically entered to prevent evaluation errors, and any alternate models or brands must be clearly identified with supporting documentation demonstrating equivalency. Unit prices shall prevail in cases of discrepancy in the vendor's bid. The Purchasing Division Director reserves the right to waive minor irregularities, reject bids from vendors deemed non-responsible, and accept or reject any bid in whole or in part. Communication with State of West Virginia personnel regarding the solicitation is strictly prohibited without prior Purchasing Division approval, except through agency-delegated and exempt purchases. Prior to contract award, the successful vendor must be registered with the West Virginia Purchasing Division and pay a $125 fee if applicable. Vendors certified as small, women-owned, or minority-owned businesses must identify themselves in writing to the Purchasing Division and provide proper certification under W. Va. CSR § 148-22-9 to receive applicable preferences. Non-resident vendors may request reciprocal preference in accordance with W. Va. Code § 5A-3-37(b), provided such requests are submitted in writing with the bid.