WEST VIRGINIA PURCHASING DIVISION PROCEDURES HANDBOOK |
4.0 VENDOR REGISTRATION REQUIREMENTS
This section will address the requirements established for vendors
who wish to do business with the State of
4.1 Requirements: Vendors doing business with the State of West Virginia must be
registered through the Vendor Self-Service portal of the state’s
wvOASIS enterprise resource planning
system. The Vendor Self-Service portal may be accessed at
www.wvOASIS.gov. Vendor may also
register by completing a
Vendor
Registration and Disclosure Statement and Small, Women-, and Minority-owned
Business Certification Application (WV-1 or
WV-1A) and submitting to the Purchasing Division, in accordance with
West Virginia Code §5A-3-12.
The
West Virginia Code of State Rules,
CSR148, states that, all vendors must register with the Purchasing
Division prior to being awarded a contract, except that the following categories
of vendors are exempt from this registration requirement.
(1)Purchasing card vendors providing travel related services are
not required to register with the Purchasing Division.
(2) Purchasing card vendors receiving an aggregate total yearly
payment less than $25,000.00 from a spending unit are not required to register
with the Purchasing Division.
(3) Any company or corporation, or subsidiary of the company or
corporation, listed on any nationally recognized stock exchange is not required
to register with the Purchasing Division.
It is the agency’s responsibility to make sure vendors are properly
registered in wvOASIS.
4.1.1 WV-1:
Vendors are encouraged to register through the Vendor
Self-Service portal through the wvOASIS
system. A vendor may choose to submit a paper form in lieu of registration
through wvOASIS.
The WV-1 form should be completed by vendors that receive purchase orders
or contracts for competitive commodities or services exceeding an aggregate
amount of $2,500.
.The WV-1 form requires payment
of the $125 annual fee. The vendor’s check and the
WV-1 form are to be mailed
directly to the Purchasing Division. Upon payment of this fee, the vendor will
receive access to the
West Virginia
Purchasing Bulletin, which contains upcoming bid
opportunities and downloadable bid documents.
4.1.2 WV-1A:
Vendors are encouraged to register through the Vendor
Self-Service portal through the wvOASIS
system. A vendor may choose to submit a paper form in lieu of registration
through wvOASIS. The WV-1A form should be completed by vendors that receive
purchase orders or contracts for sole source or competitive commodities or
services of an aggregate amount of $2,500.or
less in any one (1) fiscal year.
It is imperative that agencies include their agency name and mailing address on
the front page of the WV-1A form prior
to sending it to the vendor.
The vendor is to complete Part I of the form and return to the
requesting agency.
The agency procurement officer should review the form for
completeness and legibility, complete Part II, sign the form and forward to the
Purchasing Division for processing. All incomplete or illegible
WV-1A forms will be returned to the agency procurement officer for
disposition. Incomplete
WV-1A forms received in the
Purchasing Division without the requesting agency name on the front page of the
form and with Part II not completed will not be processed but retained
temporarily in a pending file. Part II of the
WV-1A form must be
completed by the agency and signed by the agency procurement officer.
Agencies should make certain that vendors are not already
registered with the Purchasing Division prior to requesting a vendor to become
registered. Agency personnel not having access to the
wvOASIS vendor file
should contact their agency procurement officer, rather than the Purchasing
Division, for vendor registration verification.
Agencies are responsible to provide the appropriate
Vendor
Registration and Disclosure Statement and Small, Women-, and Minority-owned
Business Certification Application to vendors with which it
wishes to do business, whether the business is registering as a new vendor or
updating its vendor registration information with the Purchasing Division.
Agencies should always furnish the vendor the name and telephone number of an
agency contact person in the event the vendor has questions for the agency.
Vendor Registration and Disclosure Statement and Small, Women-, and
Minority-owned Business Certification Application
(WV-1 and
WV-1A) can be downloaded from the Purchasing Division web site at: (www.state.wv.us/admin/purchase/vrc/pforms.htm).
4.2 Vendor Fee: According to the
West Virginia Code of State Rules,
CSR148, all vendors shall pay
to the Purchasing Division, an annual registration fee of $125 prior to being
awarded a contract, except that the following categories of vendors are exempt
from this requirement.
(1) Purchasing card vendors providing travel related services are
not required to pay the registration fee.
(2) Purchasing card vendors receiving an aggregate total yearly
payment less than $25,000.00 from a spending unit are not required to pay the
registration fee.
(3) Vendors receiving orders for goods or services of $2,500 or
less, regardless of payment method, are not required to pay the registration
fee.
(4) Vendors providing a good or service under a sole source
solicitation are not required to pay the registration fee. The fee is considered
waived by the Director for all sole source providers.
(5) Any vendor can be exempted from paying the registration fee if
the Director determines that waiving the registration fee would be in the best
interest of the State of West Virginia. The
Director has determined that waiving the registration fee in the following two
instances is in the best interest of the State.
Government Entities-Registration: All state agencies, cities,
counties, municipalities and political subdivisions doing business with the
state must register using their TIN. Only applicable information needs to be
provided. No fee is required.
Vendors Offering Commodities and Services Under Section 9 -
Vendor registration fee is waived and,
therefore, not required for a vendor providing commodities or services under
only Section 9 of the
Purchasing Division Procedures Handbook.
A vendor that provides commodities or services under other
procurement methods and under Section 9 is required to pay the registration fee.
Companies, corporations or persons having multiple outlets for
their commodities or services and are all operating under the same TIN (Taxpayer
Identification Number) must pay one $125 annual fee.
4.3 Vendor Hold: Vendors not exempt from paying the $125 annual fee will be placed
on ‘prevent new order status’ until payment of the fee is received.
In order for agencies to know which vendors are eligible to receive
purchase orders, the “prevent new order” feature of
wvOASIS is used. Vendors with this status cannot receive purchase orders
in excess of $2,500.
Agencies wishing to purchase competitive items from vendors with
the ‘prevent new order’ status should inform such vendors that the fee is
required and refer them to the Purchasing Division for payment and registration
procedures.
Vendors will be removed from ‘prevent new order’ status when
the vendor has paid the fee; or temporarily when an agency must process an
individual purchase order in the wvOASIS
system under $2,500. An agency’s request to temporarily remove a vendor from
this status must be made in writing to the Purchasing Division indicating
the reason for this action.
4.4 Small, Women-, and Minority-owned Business Certification:
As required by West Virginia Code
§5A-3-59, the West Virginia Purchasing Division incorporated the Small, Women-,
and Minority-Owned Businesses (SWAM) Certification Application as part of the
Vendor Registration & Disclosure Statement and Small, Women, & Minority-Owned
Business Certification (WV-1
and
WV-1A
forms). As a result, vendors may apply to become certified if they fall
within the business categories defining a small, women-, and minority-owned
business.
State agencies may view the list of currently approved SWAM vendors
at the Purchasing Division’s website at
http://www.state.wv.us/admin/purchase/VendorReg.html.
West Virginia Code of State Rules
§148-2-1 et seq. requires vendors to re-certify every two years in order to
continue compliance. The recognized designations for SWAM include:
4.4.1. Minority-owned
Business, which means a business that is at least fifty-one percent owned
by one or more minority individuals or in the case of a corporation,
partnership, or limited liability company or other entity, at least fifty-one
percent of the equity ownership interest in the corporation, partnership, or
limited liability company or other entity is owned by one or more minority
individuals and both the management and daily business operations are controlled
by one or more minority individuals.
A “minority individual” means an
individual who is a citizen of the United States or a noncitizen who is in full
compliance with United States immigration law and who satisfies one or more of
the following definitions:
African American means a person having origins
in any of the original peoples of Africa and who is regarded as such by the
community of which this person claims to be a part.
Asian American means
a person having origins in any of the original peoples of the Far East,
Southeast Asia, the Indian subcontinent or the Pacific Islands, including, but
not limited to, Japan, China, Vietnam, Samoa, Laos, Cambodia, Taiwan, Northern
Mariana, the Philippines, a U.S. territory of the Pacific, India, Pakistan,
Bangladesh, or Sri Lanka and who is regarded as such by the community of which
this person claims to be a part.
Hispanic American means a person having
origins in any of the Spanish-speaking peoples of Mexico, South or Central
America, or the Caribbean Islands or other Spanish or Portuguese cultures and
who is regarded as such by the community of which this person claims to be a
part.
Native American means a person having origins in any of the
original peoples of North America and who is regarded as such by the community
of which this person claims to be a part or who is recognized by a tribal
organization.
4.4.2. Small Business
means a business, independently owned or operated by one or more persons who are
citizens of the United States or non-citizens who are in full compliance with
United States immigration law, which, together with affiliates, has two hundred
fifty or fewer employees, or average annual gross receipts of $10 million or
less averaged over the previous three years.
4.4.3. Women-owned
Business
means a business concern that is at least fifty-one percent owned by one or more
women who are citizens of the United States or non-citizens who are in full
compliance with United States immigration law, or in the case of a corporation,
partnership or limited liability company or other entity, at least fifty-one
percent of the equity ownership interest is owned by one or more women who are
citizens of the United States or noncitizens who are in full compliance with
United States immigration law, and both the management and daily business
operations are controlled by one or more women who are citizens of the United
States or non-citizens who are in full compliance with United States immigration
law.
Frequently-asked questions about the SWAM Certification Program may
be found at:
http://www.state.wv.us/admin/purchase/VendorRegFAQ.html#SWAM_faq
As an agency requirement of the SWAM procurement certification,
West Virginia Code §5A-3-59 (b) requires state agencies to submit annual
progress reports on small, women- and minority-owned business procurements to
the Purchasing Division of the Department of Administration.
To assist agencies in collecting and maintaining this data, the Purchasing
Division created a SWAM Reporting Tool, which is available on the Purchasing
Division’s intranet under Processes and
Procedures. This intranet page may be accessible at the following link:
http://intranet.state.wv.us/admin/purchase/procedures.html
At the end of each fiscal year, this Excel spreadsheet must be completed noting
all contracts or purchase orders issued to SWAM vendors. The information to be
noted includes the fiscal year, vendor name,
wvOASIS number,
contract/purchase order number, description, total amount, and date of award.
This report may be submitted electronically to the Purchasing Division
through the
purchasing.requisitions@wv.gov
e-mail account.
Should an agency purchaser receive any questions relating to the vendor
registration procedures or the SWAM certification, the vendor should be directed
to the Purchasing Division’s Vendor Registration webpage which focuses on these
programs. This webpage may be accessed directly at: