MEMORANDUM TO NEW VENDORS Doing Business with WV STATE.docx

DOING BUSINESS WITH THE WEST VIRGINIA DEPARTMENT OF EDUCATION

BID SUBMITTAL:

Solicitations out for bid can be viewed by going to wvoasis.gov, click on Vendor Self Service (on the right), then click on Public Access (on the left). Once the site has loaded, the solicitations are on the left-hand side providing the commodity or service and the solicitation number (Example: ARFQ: EDD1500000187). To the right is the closing date and time, and the time remaining to submit a bid.

Find the solicitation and click on Details, there you will need to click on attachments to find the specifications, terms and conditions, etc.

In order to submit an electronic bid, Vendors must register in VSS (Vendor Self Service). When prompted, you may select “pay later” to allow the submission of electronic bids. However, the vendor of the winning bid with an aggregate awards amount exceeding $2,500.00 must pay a $125 vendor registration fee either by completing the application in VSS and paying via credit card, calling 304-558-2311 with credit card information, or mailing a check to:

Vendor Registration Section, WV Purchasing Division, 2019 Washington Street, East, Charleston, WV 25305.

Vendors can also submit paper bids to: WVDE, Attn: J. Adkins, Building 6 Room 204, 1900 Kanawha Blvd. E., Charleston, WV 25305. On the outside of the envelope, please note the solicitation number, closing date and time, along with the vendor’s name and address.

Or you can fax to: 304.558.2790.

NOTE: Please return with your bid, a signed hard copy of the bid, addendum acknowledgment forms if any, completed Purchasing Affidavit, Resident Vendor Preference, relevant supporting documents and any designated bonds that is mandated by the Terms and Conditions.

VENDOR REGISTRATION:

The following is optional, not required, when submitting bids. However, Vendors who have received Notice of Apparent Bid Award are required to meet the following:

To conduct business in this state, according to West Virginia Legislative Rule 148 CSR1.6.1.7 the WV Department of Education must verify Vendor registration status with the West Virginia Purchasing Division, West Virginia Secretary of State’s Office (WVSOS) and West Virginia Tax Department (WVTD). The West Virginia Department of Education is prohibited from issuing a purchase order to any vendor until Vendor compliance can be verified that it has been properly registered with:

1. The Purchasing Division As stated above, the fee is $125 annually and can be paid with a credit card when registering in VSS. Otherwise, you may complete a WV-1 form and submit with a check to: WV Purchasing Division. http://www.state.wv.us/admin/purchase/forms.html

2. The Secretary of State’s Office

Registration with the WV Secretary of State’s Office is required for all Vendors doing business with the State of West Virginia and may incur a fee of $100.00 depending on the business registration category.

Business registration with the Secretary of State falls into one of Two (2) categories:

a. Domestic (formed in West Virginia), or

b. Foreign (formed out-of- state)

Vendors may complete an Application for Exemption from Certificate of Authority with the WVSOS if you feel your company qualifies. Please mail the completed form and include a check for $25.00, made payable to WVSOS, along with a copy of the company’s home state issued Certificate of Good Standing / Certificate of Corporation.

http://www.sos.wv.gov/business-licensing/forms/Documents/Corporation/cf-2.pdf

NOTE: You may also contact the WV Secretary of State’s Office with your questions @ 304-558-8000

3. The WV Tax Department

All entities doing business in the State of West Virginia must be registered with WVTAX and pay a one-time fee of $30.00.

An exemption with WV Secretary of State does not mean you are exempt from registering with the WV Tax Department.

If you need to speak to someone at the West Virginia Tax Department, please call 304-558-8693.

NOTE:

If you are using the Business4WV website to register with the WV Secretary of State and the WV Tax Department simultaneously, you may do it on-line at http://www.business4wv.com. Please note there is a one-time fee of $130.00.

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