Information for Vendors
About Fairmont State University Procurement Office
Fairmont State University operates a decentralized purchasing system. The Procurement Office exists to assist faculty and staff with the acquisition of goods and services of the proper quality, at the right time, in the proper quantity, at an economical price and from the right source.
The Procurement Office includes the following areas of responsibility:
Office Hours and Appointments
Procurement is open from 8:00 AM to 4:00 PM Monday through Friday, except on designated University holidays. While appointments are not required, it is to the supplier’s advantage to make an appointment in advance to permit uninterrupted discussions.
Direct contacts with Departments
Direct discussions between the supplier’s representative and potential users in the departments are encouraged. Appointments are highly recommended. Suppliers are cautioned that only Procurement staff is authorized to sign contracts or issue purchase orders. Failure to follow these procedures may result in delayed payments or the return of material to suppliers.
Prior to any award for purchases exceeding $25,000, the apparent successful bidder must be properly registered with the WV Department of Administration, Purchasing Division, and have paid the required vendor registration fee (currently $125). To inquire on your vendor registration status, please contact the State Purchasing Division at 304-558-0059.
Resident Vendor Preference
West Virginia Code §5A-3-37, provides an opportunity for qualifying vendors to request (at the time of bid) preference for their residency status. Such preference is an evaluation method only and will be applied only to the cost bid in accordance with West Virginia Code. Claims for resident preference, must be requested in writing at the time the bid is submitted.
Purchases for Less Than $5,000
Orders less than $5,000 do not require bidding unless the department asks for bids or Procurement feels a better price can be obtained. Final discretionary authority rests with the Procurement Office. Otherwise, the requesting department can place orders directly on their p-card (up to their appropriate p-card limit).
Purchases for More Than $5,000
Orders for more than $5,000 are submitted as a Requisition to the Procurement Office for processing. Procurement Office will determine the appropriate method of processing and if competitive bids are required. Certain bids are required by law to be advertised as a legal ad in the local newspaper before the bid opening date. Bids are solicited from at least three suppliers and will include the department’s suggested suppliers. The bid will state an opening date and time. All bid openings are open to the public and may be attended by any interested party. After the bids are opened, they are evaluated by the Procurement Officer and the requesting department. After the lowest responsible bid meeting specifications is determined, the award is made. The supplier receiving the award is notified by receipt of an approved, signed purchase order.
All deliveries must be made to the Receiving Department as designated on the purchase order.
As a state entity, Fairmont State University is exempt from all federal, state and local taxes. A Tax Exempt Certificate is available upon request.
Since public employment is a public trust, purchasing decisions are made solely on the basis of the Sate code and the Higher Education Purchasing Regulations. University employees are prohibited from accepting, directly or indirectly, any rebate, gift, money or anything of value, or any promise of future reward or compensation.