CRFQ DOT2600000038 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, with John Estep serving as the buyer. The solicitation number is CRFQ 0803_DOT2600000038, with a bid opening scheduled for November 20, 2025, at 1:30 p.m. at the Department of Administration, Purchasing Division office in Charleston, West Virginia. No pre-bid meeting is required for this solicitation. Vendors may submit questions regarding the solicitation until November 13, 2025, by 10:00 a.m. to John Estep at 2019 Washington Street East, Charleston, WV 25305, or via email at john.w.estep@wv.gov. 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 include a signature and contain the vendor name, buyer name, solicitation number, bid opening date, bid opening time, and fax number on the envelope or cover sheet. The solicitation is based upon a standardized commodity established under W. Va. Code § 5A-3-61, and vendors are expected to bid the standardized commodity as specified.

Vendors must acknowledge receipt of all addenda issued with the solicitation by completing an Addendum Acknowledgement Form and submitting it with the bid. Alternate models or brands may be bid if they are equal to or better than the specified model and comply with required specifications; vendors bidding alternates must include manufacturer specifications and industry literature demonstrating equality. The State applies reciprocal preference to non-resident vendors in accordance with W. Va. Code § 5A-3-37(b), and non-resident small, women-owned, or minority-owned businesses must identify themselves in writing and be properly certified under W. Va. CSR § 148-22-9 prior to contract award. 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 non-responsible vendors, and accept or reject any bid in whole or in part. Vendor preference may be requested for motor vehicles or construction and maintenance equipment used in highway and infrastructure projects if submitted in writing with the bid. Upon contract award, the successful vendor must be properly registered with the West Virginia Purchasing Division and have paid the $125 registration fee if applicable.