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WV.gov | Administration | Purchasing | Vendor
Registration
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Vendor Registration
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 West Virginia Purchasing
Division registers vendors to do business with state agencies, in accordance with West V Vendor Registration is now administered through
the Vendor Self-Service portal that was launched with the wvOASIS
system. Vendors are strongly encouraged to
register with the State of West Virginia through the Vendor
Self-Service portal of the state's wvOASIS ERP system. Vendors who wish to participate in the competitive bid process and receive purchase orders exceeding an aggregate amount of $2,500 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 $2,500 or less in any one fiscal year are not required to pay the annual fee. 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. Marketing Small-Dollar Purchases For purchases of $50,000 or less, vendors are encouraged to market their commodities and services directly to state agency procurement officers. A complete list of state agency procurement officers can be found at http://www.state.wv.us/admin/purchase/vrc/agencyli.html. Projects expected to stay under this threshold are processed under agency-delegated purchasing procedures, as opposed to the formal, centralized procurement process. For more information on the vendor registration process, please visit our frequently-asked questions page. 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. Resources For your reference, please see the detailed procedural material below that guides you through specific topics relating to the Purchasing Division's vendor registration process. If questions remain, please visit review our frequently-asked questions page.
For additional questions regarding vendor registration, please see the address and contact information for our Vendor Registration Coordinator below.
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Small, Women-, and Minority-Owned Businesses
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.
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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