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wvOASIS Procurement 

Attention Vendors:  the Vendor Self-Service Portal is upgraded November 9th!

Informative videos in three parts have been created for the vendor community and are available to view in order to start the familiarization process with the new Vendor Self-Service portal.  In order to be ready for the new VSS experience, please see both Part I, Part II, and Part III that provides a preview for the State of West Virginia's vendors.

 

 


WV Purchasing Bulletin

Create an Account

Register With Purchasing

Bidding
 
What is OASIS?

wvOASIS Guide

This web page gives some general information related to the procurement module of the State of West Virginia's Enterprise Resource Planning (ERP) system, known as wvOASIS.  The wvOASIS system is administered by the Enterprise Resource Planning Board and more information about that agency can be found at wvOASIS.gov.


West Virginia Purchasing Bulletin

The West Virginia Purchasing Bulletin is now available only through the Vendor Self-Service portal in wvOASIS.

When viewing the West Virginia Purchasing Bulletin through the Vendor Self-Service (VSS) portal at wvOASIS.gov, vendors are now able to view solicitations currently out for bid by West Virginia state agencies and be able to search for bid opportunities in the portal using key words and other criteria, such as by department, by newly-published solicitations, et cetera.  Paid, registered vendors with the Purchasing Division will also receive notifications of bid opportunities based on the commodities they select during the registration process.  They will also be notified if a state buyer adds their wvOASIS vendor/customer number to a solicitation, even if they are not registered for the commodity code contained in the solicitation.

There is no limit on new bidding opportunities a vendor can view.  Please continue to visit this special webpage created by the West Virginia Purchasing Division for updated information on the procurement module of wvOASIS.  You are also encouraged to visit the wvOASIS official website at wvOASIS.gov for more details on this project.

 

Create an Account in Vendor Self Service

The Vendor Self-Service Portal (VSS) allows vendors to conduct business with the State of West Virginia.  Many state procurement functions such as the West Virginia Purchasing Bulletin and vendor registration are administered in wvOASIS through the VSS portal.

Vendors can utilize the VSS to manage their registration accounts and take advantage of its many benefits including:

- Setting up user accounts for its employees based on the type of access they need to have
- Receiving e-mailed bid alerts and notifications based on the commodity codes the vendor selects
- Keeping the company’s contact information, including mail and e-mail addresses, up-to-date
- Reviewing business opportunities, awarded contracts, and payment status online

Since the system went live on July 8, 2014, bid opportunities for the vendor community appear through the VSS portal.  Vendors are strongly encouraged to activate their vendor accounts, update registration information, and set up employee accounts at their earliest convenience.  For more information on setting up your company in the Vendor Self-Service system, you may consult the AMS Advantage® Vendor Self Service Registration Quick Start Guide.

When you are ready to activate your VSS account, please visit wvOASIS.gov and click the Vendor Self-Service link to begin.

 


Registering with Purchasing Division

After you set up a user ID for yourself, you can then begin the process of registering with the West Virginia Purchasing Division, if you choose to do so.  The Purchasing Division’s vendor registration requirements involve a Disclosure of Information and the payment of an annual fee.  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.

Completed Purchasing Division Vendor Registration
Disclosure of Information Payment of Annual Fee

Entering Your Business Entity's Disclosure of Information Online

In order to complete your vendor registration, please provide your entity’s Disclosure of Information.  In accordance with West Virginia Code §5A-3-12, we require the Disclosure of Information to be on file with your registration record, which includes a minimum of two corporate officers (Owner, President, Vice President, CEO, CFO, Director, Treasurer, Member, Partner, et cetera) and your entity’s bank reference information, which includes your financial institution’s name (Wells Fargo, Bank of America, et cetera), city, state, and the institution’s phone number.

The financial institution information does not include a bank employee’s name nor your entity’s bank account information. The Disclosure of Information is just to serve as a reference, and not to set up electronic funds transfer (EFT) with the State of West Virginia.

For illustrated, step-by-step instructions on how to complete Purchasing Division's registration online through the Vendor Self-Service portal, please click each graphic to enlarge the specific places in the system where you will need to navigate.

Your company's Disclosure of Information can be entered online through the Vendor Self-Service portal at wvOASIS.gov.  After logging into the system with your user ID, please navigate to the "Account Information" tab and click the “Disclosures” tab.  After reviewing details explaining what information is needed from vendors about their business entities, click the "Add Items" button at the bottom to proceed with entering your entity's information.

Each individual piece of information is entered separately upon each click of the "Add Items" button.

When presented with the screen that reads "Disclosure Types," you can proceed with entering either your financial institution's information or the information related to your entity's owners or officers.  You can select which category of information you will enter individually and proceed to the next screen by selecting "OK," after which you can enter the specific information for your registration.

When entering your business entity's banking information, please ensure you enter the name of the bank itself, not a specific contact person at your financial institution.  In addition, the system will ask for the phone number of your financial institution.

You may leave the "Title" field blank when entering Bank Reference Info; this entry is not referring to a specific person.

When entering the required disclosure of your business entity's owners or officers, the individual selected must be associated with the business entity or have some liability of ownership.  Titles of ownership, authority, or liability may differ based on your entity's 1099 classification, but position titles selected in your disclosure must be the appropriate designations of ownership or officer designations for your business classification.

The required disclosure of information also includes the city and state of residence for the individuals entered, however, specific home addresses are not required.  In addition, the system will ask for telephone numbers of the specific owners or officers associated with the business entity.

When entering multiple disclosures of information, for example, multiple owners or officers associated with your business entity, these will need to be entered individually, saved, and re-selected in order to complete the multiple entries that may be required to complete your registration.

 

Paying the Annual Registration Fee Online

The $125 vendor registration fee may be paid or renewed online through the Vendor Self-Service portal at wvOASIS.gov after you have successfully entered your login information created on behalf of your business entity.

In order for your payment to be processed successfully by the online payment system using Internet Explorer, you must follow these steps in order to add the WV State Treasurer Office’s payment portal to your web browser's list of trusted sites:

While Internet Explorer is open,click the "Tools" menu at the top of your browser window.  It may be a separately-labeled menu option or appear as a small gear below the “X” (where you exit the page).

Click "Internet Options."

Click the Security tab.

Click the green check marklabeled "Trusted Sites."

Click "Sites."

In the input box where you enter a new trusted site, type the address "https://epay.wvsto.com"and click "Add."

Return to your VendorSelf-Service account and try clicking the ePay option again.  You should now be able to pay your renewal fee through the link.

If you are successful, you should see the e-Pay WV Treasurer's Office payment portal.

Your credit card information can be entered in the online form shown above.  You should see a email confirmation after you submit your payment information that includes transaction status in the second line of the PDF attachment.

If successful, the status on the second line of your emailed receipt will read "CompletedOk." If your payment transaction was unsuccessful, the status listed on your emailed receipt will read "Failed."

Renewing Your Vendor Registration Online

If your registration date is blank or if the "Registration Expiration Date" shown under the Vendor Self-Service tabs "Account Information" and "Summary" in the Registration Fee Details section (shown at right) is expired, you can renew your vendor registration online by paying the $125 annual fee.

If your required Disclosure of Information is complete from your initial registration, and none of your entity's owner or officer information needs to be updated, then you may proceed with re-registering by clicking the button illustrated below within your Vendor Self-Service login and making your fee payment online.


Responding to a Solicitation

Vendors may respond to solicitations online through the Vendor Self-Service portal at wvOASIS.gov.  In the case of solicitations expected to exceed $25,000 going through the formal purchasing process with the West Virginia Purchasing Division, vendors may alternatively respond in hard copy format and submit responses to the Purchasing Division offices prior to the bid-opening date and time.

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.

 


What is wvOASIS?

wvOASIS is the state's Enterprise Resource Planning (ERP) system.  It has modernized the state's business processes through automation, fully or partially replacing approximately 100 of the state's former business applications.

An ERP system is a comprehensive suite of software modules that provide for statewide administrative functions, including financial management, procurement, asset management, personnel administration, payroll, time reporting, and benefits administration.

The purpose of this system is to facilitate the flow of information between all business functions within state government and manage more effectively the relationships to our partners, such as the vendor community.  These integrated software modules play a vital role in operating a modern approach to the state government procurement process and enhances tracking, reporting, and provides a greater transparency to state government functions.

One new user-friendly function of wvOASIS is the Vendor Self-Service (VSS) feature.  Many of the existing state procurement functions, such as the West Virginia Purchasing Bulletin and vendor registration, are now being administered in wvOASIS through the VSS portal.  The VSS portal allows vendors to:

- View commodities and services currently out for bid that your company may be able to supply
- Receive solicitation notifications by e-mail based on commodities and services in which your company has expressed interest at the time of registration
- Improve future business opportunities with the State of West Virginia
- Review awarded contracts
- Perform inquiries pertaining to awards
- View payment status online and submit invoices online
- Update your company contact information, including mail and e-mail addresses
- Set up user accounts for employees based on the type of access your business requests

 


wvOASIS Guide

Some existing purchasing terminology has changed with the wvOASIS system.  We offer this translation chart below to assist vendors with this transition.

Current Terms wvOASIS Terms
Bid Opening Close Date
End Date Effective to Date
Fixed Amount Contract Contract (CT)
FY Budget FY
Grant Major Program
Invoice Payment Request
Start Date Effective from Date
Open-end or Statewide Contract Master Agreement
Payment Disbursement
Release Orders Delivery Orders
Spot Purchases Purchase Orders
Vendor ID Vendor Code
Warrant Check/EFT

 

 

 

 




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