1. How can my business view solicitations currently out for bid by the state of West Virginia?
2. What should I do first if I wish to bid on a state solicitation?
3. Is creating an account in the VSS the same as registering my business with the Purchasing Division?
4. What information will I need to have available to complete the Purchasing Division’s business registration?
5. Once I register, how often will I need to renew my approved business registration with the West Virginia Purchasing Division?
6. How can I become a preferred vendor for the state of West Virginia?
7. Who should I market my goods and services to?
8. How do I add a branch if my business is already registered?
9. Do I need to provide an email address when I register with the Purchasing Division?
10. Do I need to re-register my business if my tax identification number changes?
11. How can I view bids submitted to the West Virginia Purchasing Division?
12. What should I do if I do not understand the specifications of a solicitation?
13. What are pre-bid conferences and are they mandatory?
14. May I bid a brand name item other than what is listed in the specifications?
15. If I am the low bidder, will I receive the contract?
16. What happens if I make a mistake in my bid?
17. What do I do if I believe there is an issue with a specification or the purchase order/contract award?
18. How often do I need to renew my small, women-, and minority-owned business (SWAM) certification?
19. How will I know when my SWAM business certification has been reviewed and its status?
20. Does the West Virginia Purchasing Division maintain a list of certified SWAM businesses?
21. How can I find what happened on a particular solicitation?
22. Can vendors add to or change working on the WV-96?

1. How can my business view solicitations currently out for bid by the state of West Virginia?

Go to https://wvoasis.gov/, click on the blue VSS Portal button, then click on the View Published Solicitations button.  Choose “Open” in the Show Me dropdown, and then click Search. You may search by keyword, if necessary.

To view a solicitation that interests you, click on the blue link with the solicitation number under the Solicitation Number/Type/Category column.  Then click on Attachments to view and download any documents pertinent to the solicitation.

2. What should I do first if I wish to bid on a state solicitation?

A business should create an account in the Vendor Self Service (VSS) within wvOASIS. Within this portal, they can view bid opportunities published by West Virginia state agencies for goods and/or services expected to exceed $20,000.  Agencies may also advertise opportunities for lesser amounts at their discretion.

3. Is creating an account in the VSS the same as registering my business with the Purchasing Division?

No, but it is the first step.  To receive a contract or purchase order for goods or services exceeding $5,000 in a single 12-month period, you must also disclose certain information within that account, including your legal vendor name; business address; Dun & Bradstreet number and rating, if available; and your business’s federal tax ID number.

4. What information will I need to have available to complete the Purchasing Division’s business registration?

West Virginia Code requires a business to disclose certain information as part of the Purchasing Division’s business registration, including legal vendor name; business address; Dun & Bradstreet number and rating, if available; and the business’s tax ID number.

5. Once I register, how often will I need to renew my approved business registration with the West Virginia Purchasing Division?

The registration is good for one year and must be renewed upon the expiration date if the vendor wishes to obtain any new contracts or purchase orders.  Businesses may log into their Vendor Self Service account within wvOASIS to check their registration expiration.  They will also receive a letter within 30 days of their registration expiration from the West Virginia Purchasing Division.  If you cannot remember your login information, you can contact wvOASIS at HelpDesk@wvoasis.gov.

6. How can I become a preferred vendor for the state of West Virginia?

The state does not maintain a “preferred” vendor list.  However, businesses may register online through the Vendor Self-Service (VSS) portal within wvOASIS.  During the registration process, they can identify UNSPSC commodity codes for the goods or services that they supply.  That information can be used by state agency procurement officers to identify potential bidders for upcoming solicitations for those goods or services.

7. Who should I market my goods and services to?

The state does not maintain a “preferred” vendor list.  However, businesses may register online through the Vendor Self-Service (VSS) portal within wvOASIS.  During the registration process, they can identify UNSPSC commodity codes for the goods or services that they supply.  That information can be used by state agency procurement officers to identify potential bidders for upcoming solicitations for those goods or services.  

8. How do I add a branch if my business is already registered?

Vendors may add an address to their vendor/customer record through the Vendor Self-Service (VSS) portal at wvOASIS.gov, which is the preferred method, or by submitting a completed Vendor Registration & Disclosure Statement and Small, Women-, & Minority-Owned Business Certification (WV-1) to the Purchasing Division.  A second annual fee is not required if a branch sharing the same tax identification number has already paid for the year.

9. Do I need to provide an email address when I register with the Purchasing Division?

It is in the best interest of a vendor to provide an email address so that notifications from wvOASIS may be received for upcoming bid opportunities as well as information on the vendor’s registration status. It is recommended to enter an email address that is monitored frequently, such as a company email account rather than an individual’s account, so that information is received regularly through this delivery method.

10. Do I need to re-register my business if my tax identification number changes?

Yes, a new tax ID should be treated as a new business.  Therefore, the business would need to create a new account in the Vendor Self Service within wvOASIS.

11. How can I view bids submitted to the West Virginia Purchasing Division?

All bids received by the Purchasing Division for central solicitations can be viewed online at https://www.state.wv.us/admin/purchase/Bids/ within 48 hours of the bid opening.

12. What should I do if I do not understand the specifications of a solicitation?

Each solicitation has a date listed for technical questions and answers.  All questions related to the specifications or any other aspect of the solicitation should be directed in writing to the Purchasing Division buyer listed on the solicitation by that date.

13. What are pre-bid conferences, and are they mandatory?

West Virginia state agencies hold pre-bid conferences for high dollar or complex procurements to clarify specifications and allow businesses the opportunity to ask questions. Questions must be submitted in writing for inclusion in the addendum.  Most pre-bid conferences are mandatory unless stated otherwise, and attendance is required to submit a bid.

14. May I bid a brand name item other than what is listed in the specifications?

If a standard has not been set under W.Va. Code § 5A-3-61, businesses may submit bids offering goods or services of equal or higher quality to the brand specified in the solicitation.  However, in certain cases, the Purchasing Division may collaborate with state agencies using established procedures to designate a standardized brand for specific products for a defined period.  When this occurs, only bids for the designated brand will be accepted.

15. If I am the low bidder, will I receive the contract?

It depends on the procurement method used.  Requests for Quotations (RFQs), the most common procurement method used by West Virginia state agencies, are awarded to the lowest responsible bidder meeting specifications.  However, in best value procurements, cost alone does not determine the award.

16. What happens if I make a mistake in my bid?

Errors found before the bid opening can be corrected by submitting a revised bid to the West Virginia Purchasing Division, clearly marking it as the sole valid bid.  Errors found after the bid opening should be reported immediately to the Purchasing Division buyer listed on the solicitation.

17. What do I do if I believe there is an issue with a specification or the purchase order/contract award?

Vendors may protest specifications or contract awards by submitting a protest in writing to the West Virginia Purchasing Director.  Protests of specifications are due no later than five working days before the bid opening, and protests of award must be submitted within five working days after the award is made.  The protest will be reviewed, and the vendor will be notified in writing of the decision.

18. What happens if the receiving agency will not accept my product after I have received a contract?

Vendors must deliver items per contract specifications.  State agencies may inspect deliveries and reject non-compliant items.  Agencies and vendors should collaborate to resolve any issues.

19. Can the state cancel contracts? 

The Purchasing Director may cancel any purchase order or contract with a 30-day written notice for reasons including but not limited to two-party agreement with the vendor, fraud, non-compliance, conflict of interest, lack of funding, or legal violations.

20. Can changes be made to existing contracts?

Purchase orders or contracts may require amendments, clarifications, or cancellations.  A change order may be necessary for modifications to payment, timelines, or scope.  Changes over $50,000 (or $100,000 for agencies with increased authority) require approval from the Purchasing Division and Attorney General.  Vendors must await official approval before proceeding.

21. How often do I need to renew my small, women-, and minority-owned business (SWAM) certification?

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.

22. How will I know when my small, women-, and minority-owned (SWAM) business certification has been reviewed and its status?

Once the SWAM certification request has been received and reviewed, vendors will receive a letter from the West Virginia Purchasing Division indicating whether this request has been approved or denied.  If approved, the effective date and the type of designation will be included in the letter.

23. Does the West Virginia Purchasing Division maintain a list of certified small, women-, and minority-owned (SWAM) businesses?

Yes.  The Purchasing Division publishes a list of all certified SWAM businesses at https://www.state.wv.us/admin/purchase/WVSWAM.pdf.

24. How can I find what happened on a particular solicitation?

Bids can be viewed on the Purchasing Division’s website within 24-48 hours of the bid opening.  After the award is made, the purchase order is also posted online.  Complete contract files are also available for review at the Purchasing Division during business hours Monday through Friday, from 8:15 a.m. to 4:30 p.m., minus weekends and state holidays. Additionally, public records may be requested via FOIA via email at PurchasingFOIA@wv.gov.

25. Can vendors add to or change working on the WV-96?

No.  It is an Attorney General's (AG) Office form. Only the AG can make changes.