WV.gov Administra on Purchasing Vendor Registra on

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1 1 of 5 2/5/2013 9:59 AM WV.gov Administra on Purchasing Vendor Registra on The West Virginia Purchasing Division registers vendors to do business with state agencies, in accordance with West Virginia Code 5A By the authority granted in this section of the code, registration is required of any vendor receiving a purchase order. West Virginia Code 5A-3-12 also requires the disclosure of information, such as ownership, all names under which a vendor is doing business, their physical address, and its corporate officers. The vendor registration process is completed by meeting all requirements of a WV-1 or WV-1A Vendor Registration & Disclosure Statement and Small, Women, & Minority-Owned Business Certification form, available online at /forms.html. Vendors must use the most current version of the WV-1 or WV-1A form from the aforementioned link. The WV-1 form is to be completed by vendors who wish to participate in the competitive bid process and receive purchase orders exceeding an aggregate amount of $1,000. Payment of a $125 annual fee is required when submitting the WV-1. With a completed WV-1, vendors also gain online access to the weekly West Virginia Purchasing Bulletin, the publication used to advertise statewide competitive bid opportunities expected to exceed $25,000.

2 2 of 5 2/5/2013 9:59 AM The WV-1A form is to be completed by vendors supplying sole-source commodities and services to West Virginia state agencies or aggregate competitive purchases of $1,000 or less in any one fiscal year. After the vendor completes Part I of the WV-1A, the form needs to be sent to the requesting state agency's procurement officer for completion of Part II. Vendors registering more than one branch may do so without an additional annual fee, provided the branches share the same tax identification number. 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 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 proper registration with the Secretary of State's office, if applicable. To search for a business or corporation with the Secretary of State's office, visit For purchases of $25,000 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 For more information on the vendor registration process, please visit our frequently-asked questions page. 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. The vendor registration process can be completed by mail or in person at the West Virginia Purchasing Division's offices in Building 15 on the West Virginia State Capitol Complex. Our address and contact information for our Vendor Registration Coordinator can be found below. Location: Contact:

3 3 of 5 2/5/2013 9:59 AM 2019 Washington Street, East Post Office Box Charleston, West Virginia USA Jeanne Barnhart, Vendor Registration Coordinator (304) Jeanne.B.Barnhart@wv.gov FAX: 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, 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 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.

4 4 of 5 2/5/2013 9:59 AM 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 concern that is 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 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 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. 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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