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The following forms are in PDF format. Use your Adobe Reader (TM) to view and print them:
  1. Vendor Registration & Disclosure Statement and Small-, Women-, & Minority-Owned Business Certification (Form WV-1):  To subscribe to the West Virginia Purchasing Bulletin and participate in the competitive bid process, a completed Vendor Registration & Disclosure Statement (Form WV-1) and an annual fee of $125.00 is required.  Prospective vendors should also complete an IRS Form W9 and submit it along with the Form WV-1.

  2. Vendor Registration & Disclosure Statement and Small-, Women-, & Minority-Owned Business Certification (WV-1A):  For registering sole-source vendors or vendors whose aggregate sales to state agencies are $2,500 or less in any one year; includes a section to be completed by the requesting state agency; NO FEE REQUIRED.  Prospective vendors should also complete an IRS Form W9 and submit it along with the Form WV-1A.

  3. Agreement Addendum:  Vendors may be asked to sign and submit this form when proposing alternate terms and conditions.

  4. Purchasing Affidavit:  This form is used to certify that bidders do not owe any debts to the state which would preclude them from receiving a purchase order. 

  5. Drug Free Workplace Conformance Affidavit:  This form is required to bid for public improvement contracts.

  6. Drug Free Workplace Report Coversheet:  Vendors should complete this coversheet and attach it to the required report.

  7. Vendor Preference Certificate:  This form is used for certification and application of bidders which are eligible to receive vendor preference in accordance with West Virginia Code §5A-3-37 (Does not apply to construction contracts).

  8. Disclosure of Interested Parties to Contracts:  This form is required by business entities entering into contracts with a value of $1,000,000 or more with state agencies.

  9. Bond Forms:  Official bond forms which have been approved by the Office of the Attorney General, including Bid Bond, Labor and Material Payment Bond, Maintenance Bond, and Performance Bond forms.

  10. Supplementary Conditions to AIA Forms:  Supplementary Conditions to AIA Forms which have been approved by the Office of the Attorney General. 

  11. A Guide to wvOASIS Document Submission:  This guide addresses the documentation to be included in the Header for various submissions to the Purchasing Division in wvOASIS, including but not limited to solicitation requests (i.e. CRQS/CRQM), change orders, addenda, and Central Delivery Orders.

  12. Agency Master Terms and Conditions:  Agency Master Terms and Conditions

  13. Agency Process Checklists:  The purpose of these checklists is to assist representatives of state agencies who are charged with the task of handling the purchase of products and services on behalf of their agencies. Refer to Appendix M in the Procedures Handbook.

  14. Agency Purchase Order for transactions requiring Attorney General approval:  The Form WV-88A, Agency Purchase Order, should be used for non-competitive/exempt commodities and services which do not require Purchasing Division approval, but require Attorney General approval as to form.

  15. Agreement (WV-48):  Standard agreement form for use by vendors and state agencies

  16. Agreement (WV-48A) for transactions requiring Attorney General approval:  Standard agreement form for use by vendors and state agencies; the WV-48A is for non-competitive/exempt commodities and services which do not require Purchasing Division approval, but require Attorney General approval as to form.

  17. Asset Management Certification Cover Sheet

  18. Asset Management Coordinator Designation

  19. Certification of Non-Conflict of Interest:  Form used by members or advisors of an evaluation committee to certify they have no conflict of interest with any of the participating vendors.

  20. Contract Management - Monitoring Requirement (WV-91)

  21. Contract Management - Post Award Conference Requirement (WV-90)

  22. Contract Management - Reports Requirement (WV-92)

  23. Cooperative Purchasing Request, Justification, and Approval (WV-40):  For use when seeking approval by the Purchasing Division to utilize a cooperative purchasing agreement from the federal government, agencies of other states, other public bodies or other state agencies.

  24. Direct Award Request for Consideration (Agency Delegated) (WV-65A):  In accordance with West Virginia Code §5A-3-10c, prior to direct award, a state agency requesting the direct award procurement shall provide written documentation with this information and approved by the agency procurement officer.  This form is used for agency delegated procurements $2,500.01 to $25,000.

  25. Direct Award Request for Consideration (WV-65):  In accordance with West Virginia Code §5A-3-10c, prior to direct award, a state agency requesting the direct award procurement shall provide to the Purchasing Division written documentation with this information.

  26. Expression of Interest Standard Format:  Expression of Interest Standard Format; refer to Appendix I in the Procedures Handbook.

  27. Insurance Guidance Document for Purchasing:  West Virginia Board of Risk and Insurance Management provides guidance on insurance requirement to agency purchasers; refer to Appendix G in the Procedures Handbook.

  28. Liability Risk Assessment Template (WV114):  The Constitution of the State of West Virginia prohibits state agencies from taking on debt as well as extending the state's credit to third parties.  This risk assessment is intended to assist state agencies in determining whether a vendor's proposed liability limit complies with that mandate.

  29. Multiple Award Determination (WV-70):  Agencies are required to complete this form at the time of requisition in order to determine that an award to multiple vendors is in the best interest of the state.

  30. Purchasing Master Terms and Conditions:  Purchasing Master Terms and Conditions

  31. Release Order (Form WV-39):  Form number WV-39 is to be used for orders against most statewide (central master agreements) and open-end contracts processed by the Purchasing Division or at the agency level.  Refer to the ordering procedure in the contract for more specific instructions.  Note: Agencies should be processing agency or central delivery orders (ADO/CDO) if using wvOASIS rather than this form.

  32. Request for Hospitality Service Form TMO 3:  A Request for Hospitality Form TMO 3.0 must accompany the invoice regardless of the amount.  Purchasing Division does not need to approve TMO.3.

  33. RFP Agency Approval Request (WV-110):  RFP Agency Approval Request (WV-110)

  34. RFP Evaluation Committee Designation Form (WV-111): RFP Evaluation Committee Designation Form (WV-111)

  35. RFP Recommendation for Award Memorandum (WV-113):  RFP Recommendation for Award Memorandum (WV-113)

  36. RFP Technical Evaluation Committee Scoring Memorandum (WV-112):  RFP Technical Evaluation Committee Scoring Memorandum (WV-112)

  37. RFP Technical Scoring Spreadsheet:  RFP Technical Scoring Spreadsheet

  38. Section 9 Exemption Opinion Request Form (WV-68):  Section 9 Exemption Opinion Request Form for Purchasing Division (WV-68)

  39. Section 9 New Exemption Request Form:  Form used to request a new exemption for the list of non-competitive, exempt commodities or services under Section 9 of the Purchasing Division Procedures Handbook.

  40. Software Maintenance and Support Specification Template:  The RFQ Software Maintenance and Support Specifications template for vendors providing software maintenance and support for Licenses.

  41. Standardization Request and Notice Form (WV-80):  This form is required to be submitted for consideration by the Purchasing Division when an agency is requesting approval, in accordance with West Virginia Code §5A-3-61, to standardize the purchase of commodities used on a repeated basis if certain requirements are met.

  42. Surplus Application for Eligibility:  Must be completed by eligible organizations to receive Federal Surplus Property and/or State Surplus Property.

  43. Surplus Cannibalization Asset Request (WV-105):  For use when retiring equipment by cannibalizing for use of component parts.

  44. Surplus Property Retirement Form (WV-103):  Used to retire equipment with an acquisition cost of $1,000 or less.  If the equipment is on the WVFIMS Fixed Assets System, regardless of the acquisition cost, do not use this form.  Use the WVFIMS retirement procedures instead.

  45. Travel Management Forms:  Link to various Travel Management Forms on the State Travel Management Office page at WVPurchasing.gov.

  46. Vendor Performance (WV-82):  Enables state agencies to track the performance of a vendor or of its product; should be completed and forwarded to the Purchasing Director's office.

  47. Verbal Bid Quotation Summary (WV-49):  Recommended form for documenting verbal bid requirements for small purchases up to $10,000.

  48. Pre-Bid Sign In Sheet

  49. West Virginia Office of Technology SaaS Addendum (Cloud Addendum)

Standard Format Templates

Catalog Discount RFQ Standard Format

Construction Specifications Standard Format

Construction Specifications without AIA Documents Standard Format

Elevator Maintenance Standard Format

Expression of Interest Standard Format

HVAC Maintenance Standard Format

One-Time Purchase RFQ Standard Format

Open-End RFQ Standard Format

RFP Standard Format:  Standardized language for the Request for Proposal method of purchasing; refer to Appendix H in the Procedures Handbook.

Services RFQ Standard Format

Software Maintenance and Support Specification Standard Format

Standardization (RFI) (Standard Format):  Standardized language for the standardization method of Purchasing; refer to Appendix J in the Procedures Handbook.


STATE EMPLOYEES

Purchasing forms for internal use

The link given above is to an intranet which may not be accessible to computers outside the state network.



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