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Vendor Registration | Vendor
Vendor Registration Frequently-Asked Questions
Q: How often do I have to register with the West Virginia Purchasing Division in order to participate in the competitive bid process?
A: Registration is in effect for one year.
Q: How do I know when it is time to renew my company’s vendor registration?
A: Reminder letters are sent to the vendor’s designated contact person via U.S. mail 60 days and 30 days prior to expiration.
Q: How do I add a branch if my company is already registered?
A: Vendors may submit a completed Vendor Registration & Disclosure Statement and Small, Women, & Minority-Owned Business Certification (WV-1) in order to add their branch. A second annual fee is not required if a branch sharing the same tax identification number has already paid for the year.
Q: Where do I send my Vendor Registration & Disclosure Statement and Small, Women, & Minority-Owned Business Certification form?
A: WV-1 forms must be sent directly to the West Virginia Purchasing Division. WV-1A forms must be sent to the requesting state agency’s procurement officer for completion of Part II before being sent to the West Virginia Purchasing Division.
Q: How can I pay the $125 annual vendor registration fee?
A: Acceptable forms of payment include check, money order, U.S. currency (in exact change), or by credit card (Visa, MasterCard, American Express, or Discover). Currently ACH payments are not accepted.
Q: How long will it take to process my vendor registration?
A: If the Vendor Registration & Disclosure Statement and Small, Women, & Minority-Owned Business Certification form is completed correctly, signed, and if the correct fee is included (if applicable), registration can be processed within 24 hours during business days.
Q: How will I be notified of my completed registration?
A: A confirmation letter is mailed to the vendor’s designated contact person via U.S. mail the next business day.
Q: What if my company name or tax identification number changes?
A: A new WV-1 must be completed and submitted. If the tax identification number changes, the vendor will be assigned a new vendor registration number.
Q: When can I start doing business with the State of West Virginia and participating in the competitive bid process?
A: Vendors are responsible for checking the weekly West Virginia Purchasing Bulletin for bid opportunities as well as marketing their commodities and services directly to state agency procurement officers for purchases of $25,000 or less.
Q: How can I view bids submitted to the West Virginia Purchasing Division, request a bid package, or view projects currently out for bid?
A: This information is available on the West Virginia Purchasing Division’s web site at http://www.state.wv.us/admin/purchase/bidinfo.html.
Q: Where can I find a central location for vendor-related information?
A: The West Virginia Purchasing Division’s Vendor Resource Center is designed as an informational resource for vendors.
Q: How often do I need to update my SWAM certification?
A: SWAM certification must be updated every two years. It is the responsibility of the SWAM vendor to update prior to the expiration to ensure no interruption in the SWAM status.
Q: How will I know when my SWAM certification has been reviewed and my status?
A: Once the Vendor Registration & Disclosure Statement and Small, Women, & Minority-Owned Business Certification has been received and reviewed, those vendors designating a SWAM status will receive a letter from the West Virginia Purchasing Division. This letter will notify the vendor if the SWAM certification has been approved or denied. If approved, the effective date and the type of designation will be included in the letter. SWAM vendors may also check the West Virginia Purchasing Division’s website at http://www.state.wv.us/admin/purchase/VendorReg.html, which will list all approved SWAM vendors.
Q: Is there a vendor preference for SWAM certified vendors?
A: In accordance with West Virginia Code §5A-3-37(a)(7), a non-resident vendor certified as a small, women or minority-owned business by the West Virginia Purchasing Division may be eligible for a preference equal to highest preference awarded to a resident vendor when bidding on the same solicitation.
Q: Can my application for SWAM certification be denied?
A: In accordance with the Code of State Rules, the Purchasing Director may deny certification for any of the following reasons:
The Purchasing Division determines that the applicant fails to meet the standards for certifications;
The applicant fails to furnish the Purchasing Division with requested information within the allotted time;
The applicant knowingly provides false or misleading information to the Purchasing Division;
The applicant has been debarred from participating in any government procurement process; or
The applicant has been suspended from participating in any government procurement process.
Q: Will I be notified when my SWAM certification is ready to expire?
A: The vendor is responsible for knowing when its SWAM certification expires and taking the appropriate steps to renew its certification.
Q: Will state agencies know my business is SWAM certified?
A: Effective 7/1/2012, the West Virginia Purchasing Division will post a list of all certified small, women and minority-owned businesses at http://www.state.wv.us/admin/purchase/VendorReg.html. State agencies will utilize this site to determine certified SWAM vendors and their effective date of certification.
Q: Does the Vendor Registration & Disclosure Statement and Small, Women, & Minority-Owned Business Certification that I completed prior to July 1, 2012, when the official SWAM certification began, allow my business to qualify for SWAM certification now?
A: No. To ensure that the vendor is properly certified with the West Virginia Purchasing Division as a small, women- and minority-owned business, the vendor must complete the revised (07/01/12) Vendor Registration & Disclosure Statement and Small, Women, & Minority-Owned Business Certification and note its SWAM designation.
Q: Will I have to pay the annual $125 vendor registration fee if I only am registering for SWAM designation to be used in other states?
A: No. If a vendor does not receive purchase orders exceeding $1,000 from the State of West Virginia, the vendor would complete the Vendor Registration & Disclosure Statement and Small, Women, & Minority-Owned Business Certification (WV-1A) and not be required to pay the annual fee.
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