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Vendor
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Vendor Registration
The administrative piece of the West Virginia Purchasing Division's Vendor Registration
office strives to quickly and efficiently complete the process by which business entities become Why does state government buy from the private sector? State of West Virginia agencies sometimes seek to procure goods or services that cannot be manufactured or performed internally, or where it is not cost efficient to do so. In these cases, we refer to these external sources as "vendors." Increased competition for state contracts within the vendor community and the bulk-buying power of the state results in lower prices for goods and services needed by our agencies. What makes you eligible to receive state orders? The West Virginia Purchasing Division registers vendors to do business with state agencies, in accordance with West Virginia Code §5A-3-12. By the authority granted in this section of the code, registration is required of any vendor receiving a purchase order. You must register before goods are delivered or before services are performed for a state agency. West Virginia Code §5A-3-12 also requires a disclosure of information, such as legal names under which a vendor is doing business, the entity's current active federal tax identification number, and their physical address.
The Vendor Registration program is administered by state employees using the wvOASIS system in conjunction with data received through the Vendor Self-Service portal, accessible only to the vendor community. Vendors are strongly encouraged to register with the State of West Virginia through the Vendor Self-Service portal, which may be accessed at wvOASIS.gov. Vendors may also register by completing a WV-1 or WV-1A Vendor Registration & Disclosure Statement and Small, Women, & Minority-Owned Business Certification form, available for download through http://www.state.wv.us/admin/purchase/forms.html, at bottom. A completed registration can be processed for a vendor through either the electronic or paper form method. Vendors who wish to participate in the competitive-bid process may do so prior to registering with any state agency. In order to receive purchase orders exceeding an aggregate amount of $5,000, vendors must submit payment of a $125 annual fee. Vendors registering more than one branch may do so without an additional annual fee, provided the branches share the same tax identification number. Vendors supplying sole-source commodities and services to West Virginia state agencies or aggregate competitive purchases of $5,000 or less in any one fiscal year are not required to pay the annual fee. (The potential sole-source status of a transaction is determined by the state agency.) For additional information, please visit our frequently-asked questions page.
Possible Strategies for the Public Procurement ProcessThere are numerous ways by which your business entity might receive an order or contract from a state agency. Below are three common avenues that vendors may use when participating in the competitive-bid process. However, the strategies below are not the only ways in which you may eventually secure an order or contract from a state agency. Nevertheless, as common paths for successful vendors, we are illustrating them in order to help potential vendors identify introductory methods through which your business model can best fit into West Virginia's public procurement processes. 
Strategy - Knowing What State Agencies Need
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The most important piece of information for vendors wishing to compete for state business is learning what the state’s agencies currently need to fulfill their missions. Bidding opportunities, referred to as solicitations, are publicly advertised online in the West Virginia Purchasing Bulletin. Shown at right, this publication includes solicitations expected to exceed $20,000, but the state may also use this publication to advertise smaller solicitations, especially in the case of very unique commodities. 
Available within the Vendor Self-Service portal at wvOASIS.gov, this exclusive portal for the state’s suppliers also allows you to create a user ID specific to your business at no cost. If you decide to create an account in Vendor Self-Service, vendors are assigned a wvOASIS system vendor number that will serve as a unique identifier for you with agency procurement officers awarding contracts. Solicitation descriptions in the West Virginia Purchasing Bulletin are searchable by keyword. When searching using multiple terms, it is best to enter a “wild card” between words (which is an asterisk in this system). For example, if searching for matches for “phone system” or “building maintenance,” enter *phone*system* or *building*maintenance* into the keyword search box. This method reduces your chances of missing a relevant project when you are searching.
An additional benefit of creating and updating a record for your business, a login ID for the Vendor Self-Service portal allows vendors to maintain your entity’s record, update commodity codes on file, and respond online to most solicitation opportunities. Please note, the creation of a Vendor Self-Service login ID does not register your business entity with any state agency. State agency registration procedures must be completed individually (when each is necessary). In the case of the Purchasing Division’s Vendor Registration Program, vendors can complete the registration process and pay the $125 annual fee online through Vendor Self-Service. So you are the least likely to miss a potential bidding opportunity, it is recommend that you set up your Vendor Self-Service account using an email box checked by multiple employees. In addition, and at no extra cost, you may also set up individual user IDs for multiple employees within your company if you want to ensure maximum attention is given to the state's advertised public-bid opportunities.
Strategy - Marketing Small-Dollar Purchases
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For individual transactions with the state expected to be $50,000 or less, vendors are encouraged to market their commodities and services directly to state agency procurement officers. Individual state agencies designate one or more employees as “procurement officers” responsible for ordering and completing purchases on behalf of each agency under the $50,000 threshold. Projects expected to stay under this threshold are processed under agency-delegated purchasing procedures, as opposed to the formal, centralized procurement process administered by the West Virginia Purchasing Division. To illustrate the ease by which you may market small-dollar purchases to State of West Virginia agencies, when bidding in the below thresholds under $50,000, procedures are designed for simplicity, especially for agency needs at the smallest dollar figures. 
Transactions over $50,000 are administered by the Purchasing DivisionYou may consider specifically targeting state agencies with operational missions where your business’s solutions could be most valuable. A complete list of state agency procurement officers can be found within our “Vendor Resource Center" or directly under the link www.state.wv.us/admin/purchase/vrc/agencyli.html. Potentially making your business even more visible to agencies, after you create a user ID through the Vendor Self-Service portal, you may add descriptive codes to your registration record, which enables state procurement officers to search and find your business by the commodities you can provide to the state. Known as "commodity codes" and used to describe hundreds of thousands of materials produced globally, the State of West Virginia classifies goods and services according to the United Nations Standard Products and Services Code® (UNSPSC®) system. Vendors may view the commodity code library at UNSPSC.org to select applicable codes for what your business can provide. The appropriate codes you select to describe your business's goods and services may be added within the Vendor Self-Service portal in the section illustrated below. (You must have a user ID and be logged in to add and save commodity codes that describe what you can provide to the State of West Virginia.) 
Strategy - Opportunites for Statewide Contracts
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For the most frequently-purchased commodities and services, the state may enter into a long-term contract with a successful vendor. In many cases, it is mandatory for all state agencies to purchase through a statewide contract if goods or services needed by our agencies are offered through an active agreement. Mandatory items are specifically detailed in the catalog accompanying each statewide contract document. (Commodities and services not included are still competitive.) To see the State of West Virginia's Statewide Contract Index for active agreements, please visit www.state.wv.us/admin/purchase/swc. If a statewide contract exists for a commodity you can provide, you cannot be added to that contract prior to its expiration (the date of which will be listed in the contract document). However, at the time when a statewide contract is publicly re-bid to the vendor community, the opportunity exists for you to compete for the new award. By becoming aware of contract expiration dates, please note when each contract may go out for bid again and consider planning a future response. While a longer-term pursuit, becoming the successful recipient of a statewide contract might be a high-yield opportunity if your business is a supplier for your commodity to agencies in all of West Virginia's 55 counties. Information about previously-awarded statewide contracts can be found in the West Virginia Purchasing Division's online Transparency section, including details from the three pieces of the state procurement cycle. 
ResourcesVendor Self-Service in wvOASIS If you are experiencing an online payment problem in the Vendor Self-Service portal, please follow the steps on our FAQ page in order to successfully submit your vendor registration fee. 
The procurement module of the State of West Virginia's Enterprise Resource Planning (ERP) system, known as wvOASIS, includes access for state employees as well as an access portal for the state's vendor community so information can be transmitted and shared successfully. The wvOASIS system is administered by the Enterprise Resource Planning Board, but utilized by agencies throughout state government as well as business entities participating in the public procurement process. The West Virginia Purchasing Bulletin, used to publicly advertise state bid opportunities since December 1, 1989, is available only through the Vendor Self-Service portal in wvOASIS. To view current bid opportunities with agencies statewide, open the Vender Self-Service (VSS) portal at wvOASIS.gov and select “View Published Solicitations.” For your reference, below under Vendor Registration Procedures, please see the detailed information in PDF format that guides you through specific topics relating to the Purchasing Division's vendor registration process. Through the Vendor Self-Service portal, you may complete the Purchasing Division’s vendor registration requirements, which involve a Disclosure of Information about your business entity and the payment of an annual fee. If you are the successful recipient of a state contract exceeding $5,000 in one year, both of these pieces must be in place in order for your entity to be fully eligible to receive orders from a State of West Virginia agency. The West Virginia Purchasing Division has shared additional information specific to wvOASIS Procurement on WVPurchasing.gov. Vendor Resource Center For the convenience of our vendors, the Vendor Resource Center offers a collection of resources related to state procurement and the competitive-bid process. It can be found at http://www.state.wv.us/admin/purchase/vrc/. Vendor Licensing and Good Standing In accordance with the Code of State Rules 148 CSR 6.1.7, vendors must be licensed and in good standing with any and all state and local law and requirements, including West Virginia Insurance Commission, Workers' Compensation, and proper registration with the Secretary of State's office, if applicable. 
Vendor Procurement Guide Vendors wanting to learn more about how to do business with the State of West Virginia are encouraged to read the West Virginia Vendor Procurement Guide, which serves as an introductory resource for businesses interested in the procurement process with state government entities. This additional guidance tool is one step toward ensuring that vendors are well-informed of state procurement procedures as outlined in the West Virginia Code, Code of State Rules, and the Purchasing Division Procedures Handbook. For more information or if questions remain regarding the vendor registration process, please visit our frequently-asked questions page.
Throughout the year, detailed information is discussed through various training opportunities for vendors interested in business with West Virginia. The recorded video inserted below shows a recent webinar that provided information to vendors regarding competitive-bid opportunities and the state's various contract types, which was hosted by the West Virginia Purchasing Division.
The West Virginia Purchasing Division’s Vendor Registration Office is available to provide information to vendor community. For additional questions regarding vendor registration, please see the address and contact information for our Vendor Registration Coordinator below.
Please reach out to us for requests such as:
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Small, Women-, and Minority-Owned Businesses
What are the benefits of SWAM Certification?
This two-year certification for eligible vendors created by West Virginia Code §5A-3-59 in 2012. The application for certification includes designations for women-owned businesses, minority-owned businesses, and small businesses. A business entity's certification status may result in reciprocal benefit with an external entity or government. In addition, SWAM Certification in a business's home state may also be required for West Virginia vendors applying for similar certifications in other states.
The SWAM Certification Program’s largest benefit to West Virginia
vendors may be when bidding with other state governments that
reciprocate our SWAM certification. The ability to compete out
of state increases West Virginia vendors’ business opportunities.
The Purchasing Division’s Vendor Registration Office can provide
documentation for SWAM-Certified Vendors regarding status and
certification dates (an example is shown at right).
How do I become SWAM Certified?
As required by West Virginia Code §5A-3-59, the West Virginia Purchasing Division has 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), beginning July 1, 2012. As a result, vendors may apply to become certified if they fall within the business categories defining a small, women-, and minority-owned business.
How do I verify my SWAM Certification with the State of West Virginia?
If your SWAM Certification application is approved by the West Virginia Purchasing Division, you will receive a confirmation letter (like the one shown at right) documenting the acceptance of your status(es) and your certification dates. In addition, if you are competing for a solicitation with another state or federal entity that will reciprocate West Virginia SWAM Certification status, the Purchasing Division is happy to provide additional documentation verifying your current SWAM Certification status.
Current State of West Virginia
Small, Women-, and Minority-Owned
Businesses (SWAM)
Vendor List
West Virginia Code of State Rules §148-22-1 et seq. requires vendors to re-certify every two years in order to continue compliance. The recognized designations for SWAM include:
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.
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.
Women-owned Business means a business entity that is (1) 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 (2) 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 (3) 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.
When registering using the Vendor Self-Service (VSS) portal of wvOASIS at wvOASIS.gov or completing and submitting a Vendor Registration and Disclosure Statement and Small, Women-, and Minority-Owned Business Certification Application (WV-1 or WV-1A), the vendor certifies and acknowledges that by electronically submitting or signing the form: 1) it has obtained all licenses, certifications, and authorizations necessary to lawfully conduct business in the state of West Virginia; and 2) that the assertions made by completing and submitting this form or electronically submitting through the VSS are accurate and true in accordance with the applicable law and rules. As authorized agent of the vendor named on the VSS or form submission, that individual solemnly swears that the above information is true and complete, in accordance with West Virginia Code §5A-3-12(e).
In the event that the vendor is applying for certification as a small, women-, or minority-owned business, the vendor’s signature (in writing or electronically through the VSS) further certifies that: 1) the state in which the vendor has its headquarters or principal place of business does not deny a like certification to a West Virginia based small, women-owned, or minority-owned business; 2) the state in which the vendor has its headquarters or principal place of business does not provide a preference to small, women-owned, or minority-owned firms that is unavailable to West Virginia based businesses; and, 3) that it has read and understands the Vendor Registration and Disclosure Statement and Small, Women-, and Minority-Owned Business Certification Application or the information included on the VSS, along with the law and rules governing certification as a small, women-owned, or minority-owned business.
For more information on the Small, Women-, and Minority-Owned Businesses (SWAM) certification process, please visit our frequently-asked questions page.
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