Department of Transportation

Simple Guide to Maintenance Contracts

Governor Jim Justice has issued a directive to improve the state’s secondary roads making it the core mission of the West Virginia Division of Highways. WVDOH encourages contractors of all sizes to apply for contracts as we work to fulfill this worthwhile goal. Governor Jim Justice has issued a directive to improve the state’s secondary roads making it the core mission of the West Virginia Division of Highways. WVDOH encourages contractors of all sizes to apply for contracts as we work to fulfill this worthwhile goal. Governor Jim Justice has issued a directive to improve the state’s secondary roads making it the core mission of the West Virginia Division of Highways. WVDOH encourages contractors of all sizes to apply for contracts as we work to fulfill this worthwhile goal. 

HOW TO REGISTER ONLINE AS A NEW VENDOR 

 

STEP #1: Designate a Point Person 

It is important that you decide who will be your “point person,” which is the person chosen to  manage your wvOASIS vendor account on behalf of your company. Designate an employee you or your team consider best suited to handle your company’s registration and maintain your account with the state.

 The “point person” will be responsible for managing the following:
  • Vendor Self-Service (VSS) account
  • Ordering at the "order-form" address
  • Payment at the “remit-to address"

As you complete the registration process, you may decide that your “order-from” and “remit-to” addresses may be different. 

STEP #2: Gather Info

Take a moment to collect all of the information you will need for registration. That will include the following items:
  • Information about all of your business locations
  • The Tax ID Number of your business
  • Legal Business name – as it is registered with the IRS
  • D-U-N-S® number
  • Contact information for your “point person,” which includes his or her name and their work address, email, phone and fax
  • UNSPSC® commodity codes for the goods/services you provide
  • W-9 Form as required by the Finance Division

The D-U-N-S number is the unique nine-digit identification number for each physical location of your business. Registering for a D-U-N-S number is free and can be created at the website for Dun & Bradstreet, a financial analytics company.

Find out whether your location already has a D-U-N-S number or if you need to get one by using the D&B iUpdate service. You can also call toll free at 800-424-2495 to obtain/verify your number. It is best indicate that you are doing business with a government entity, in this case the State of West Virginia.

The D-U-N-S number is optional for registering with Vendor Self-Service.

STEP #3: Create an account or claim your existing account in Vendor Self-Service 

Create your account or claim your existing account through the wvOASIS Vendor Self-Service (VSS) portal. You can follow the instructions for this process by viewing the wvOASIS Vendor Self Service Registration Quick Start Guide here or by visiting the VSS welcome page at https://prod-fin-vss.wvoasis.gov/webapp/prdvss11/AltSelfService and clicking on the appropriate link.

 
The VSS portal allows vendors to search for contract opportunities, place bids, view completed payments, and more.

 
Additionally, the VSS portal will:
  • Ask you to provide your work email address and create a user identification name and password. Remember them; you’ll need the user ID and password to log into your VSS account.
  • Send a message to the email address you provided. The message invites you to log back in and continue the registration process.
  • Ask for more details, such as whether you plan to do business as a sole proprietor, a partnership, corporation or other category.
  • Enable you to register with the Purchasing Division by allowing you to provide additional business information, including banking reference(s) and ownership information, as well as pay the $125 fee, if applicable.
When you are done providing all the required information, review your registration summary page. If you spot any errors, click the “Update” link to fix them. When you are content that everything on the page is correct, click “Submit.” 

STEP #4: Choose Your Preferred Fee Option 

By clicking “Submit” in the previous step, you will be transferred to a “Fee Details” page, where you may choose how you want to handle the $125 fee:  

Please be aware that you will only have to pay for registration if your company is chosen to do work for the state. You may choose to not pay until your company is awarded a contract, however, any contract that would be offered in such a case would be put on hold until the registration fee is paid. 

On the Fee Details page you may decide if you wish to pay immediately or later by clicking on one of two buttons:

  • “Pay Fees Online” will transfer you to the State Treasury website to remit payment. Once that is completed, you will be transferred to the Final Steps page
  • “Pay Fees Later” will transfer you directly to the “Final Steps” page
Enter the Pre-Registration Code, if you’ve been provided one by an agency. However, note that Pre-Registration codes have been discontinued. 

STEP #5: Search for Contracts 

Once logged in, the West Virginia Purchasing Bulletin will appear among multiple tabs.  
  • Vendors can search for solicitations in the Bulletin by using key words (i.e. maintenance, DOT, DOH, etc.) or by scrolling through the list. 
  • The vendor must click on the “Details” button to view the solicitation. 
  • Once in the solicitation, the vendor should read through the tabs and download and read all attachments to better understand the solicitation. 
  • Some attachments may require the vendor to complete information (i.e. form, price list, etc.). 
  • While the vendor is logged in, they can click on the “Respond Now” button for open solicitations once they are ready to submit a response. 
  • The vendor may upload attachments with their electronic response. 

NEED HELP? 

Contact the wvOASIS Help Desk here: 
The help desk operates from 7 a.m. to 4:30 p.m. EST, Monday through Friday, excluding state holidays. 

 
A NOTE ON COMPLIANCE 
Registering with the VSS portal does not absolve the vendor from other applicable state requirements. Vendors are responsible for ensuring they are in compliance with all applicable state agencies, including (but not limited to) the West Virginia Secretary of State’s Office, the West Virginia Tax Department, and the West Virginia Insurance Commission.