Simple Guide to Maintenance Contracts
How To Register Online As A New Vendor
The West Virginia Division of Highways (WVDOH) is always looking for new partners to help build and maintain the Mountain State’s infrastructure. To simplify the process, we use an online portal for registration, bidding, and account management. Whether you are a large corporation or a small local business, follow these steps to get on the grid.
WVDOT Guide to Maintenance Contracts Help Video
Step 1: Designate Your "Point Person"
Before diving into the paperwork, choose your champion. You need a dedicated administrator to manage your wvOASIS vendor account. This person will be the primary contact for the state and will handle the following:
- VSS Account Management: Overseeing the Vendor Self-Service portal.
- Ordering: Managing the "order-from" address for solicitations.
- Payments: Managing the "remit-to" address to ensure you get paid on time.
Step 2: Gather Your Business Intelligence
Registration goes a lot smoother when you have your data ready. Have the following items on hand before you start the online form:
| Requirement | Details |
|---|---|
| Legal Name | Must match your IRS registration. |
| Tax ID | Your FEIN or Social Security Number. |
| D-U-N-S® Number | A unique nine-digit ID from Dun and Bradstreet (Optional but recommended). |
| Commodity Codes | UNSPSC® codes for the specific goods or services you provide. |
| W-9 Form | Required by the Finance Division for tax reporting. |
Step 3: Access the Vendor Self-Service (VSS) Portal
The wvOASIS VSS Portal is your gateway to doing business with West Virginia. Here, you will create an account, provide your business structure details (sole proprietor, corporation, etc.), and enter your banking information for electronic payments.
- Create a User ID and Password (and write them down!).
- Verify your email via the confirmation link sent by the system.
- Complete the business information section.
- Review your summary for errors before clicking Submit.
Step 4: Fees and Funding
There is a $125 registration fee required by the Purchasing Division, but there is a catch: you only have to pay if you are actually awarded a contract.
- Pay Now: Remit payment via the State Treasury website immediately.
- Pay Later: Wait until you win a bid. However, please note that any contract awarded will be placed on hold until this fee is settled.
Step 5: Start the Hunt
Once registered, you can access the West Virginia Purchasing Bulletin. This is where all active solicitations are posted. Use keywords like "DOT," "Maintenance," or "Construction" to filter results. When you find a project that fits your expertise, use the "Respond Now" button to submit your bid electronically.
Need Assistance?
If you hit a technical snag, the wvOASIS Help Desk is available Monday through Friday, 7:00 a.m. to 4:30 p.m. EST.
Phone: 304-558-6708 or 855-666-8823
Email:helpdesk@wvOASIS.gov
A Note on Compliance: Registering in the VSS portal is just one part of the equation. You must also ensure you are in good standing with the Secretary of State, the State Tax Department, and the Workforce West Virginia/Insurance Commission to be eligible for contract awards.
