Instructions for Submitting Bids Using the Online Bid Submission Application
West Virginia Department of Education (WVDE) will only accept bids submitted online. Please
use the link provided to you on the WVDE Instructional Materials webpage,
http://wvde.state.wv.us/materials/, to complete the online bid.
Individuals must register before logging in. See Step 1 below for registration directions.
STEP 1: REQUIRED
Online Vendor Registration,
https://wveis.k12.wv.us/nclb/Materials/Materials14/vendor_info.cfm?act=1
You must first complete a separate online vendor registration to participate in each content
adoption. Before entering your information, please look at the Registered Vendor list on the left
side of the screen. If your company is already listed, a representative from your company has
completed online vendor registration and you must contact that individual to gain login access.
ONLY ONE ENTRY PER VENDOR for EACH CONTENT is permitted.
If your company is NOT listed, please proceed with the vendor registration.
Enter the following information for your company:
▪ Company Name
▪ Company Address
▪ Company Telephone Number
▪ Company Fax Number
▪ Company Web Address
Enter the following information for you company’s bid/contract contact: (This is the person the
WVDE will contact regarding the bid, contracts, bonds, refund of bid deposit, etc.)
▪ Bid/Contract Representative’s Name
▪ Bid/Contract Representative’s Address
▪ Bid/Contract Representative’s Phone
▪ Bid/Contract Representative’s Email Address
o NOTE: this email address will be used for login credentials.
You may replace the automatically generated password unique to this registration with a
password of your choice. Please note that a different password is required for every content
area for which you choose to register. The password must contain a minimum of five
characters. The password cannot be changed after the initial registration.
Enter the following information for your company’s local (WV) sales presentative: (This
information will be published in the Official Multiple List for use by county personnel.)
▪ WV Sales Representative’s Name
▪ WV Sales Representative’s Address
▪ WV Sales Representative’s Phone
▪ WV Sales Representative’s Email Address
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CLICK – SAVE INFORMATION
Return to the Main MENU (http://wveis.k12.wv.us/nclb/materials/signon.cfm) and click on
the “GO” button of the content area for which you registered. Enter the user email with
which you registered and the password you selected.
If at any time your login credentials do not work or if you forget your password, click the link for
LOST/FORGOTTEN PASSWORD. Enter the email address you used to register, and a
password will be sent to the email address you provided.
STEP TWO: ONLINE BID ENTRY
Sign into the Bid Submission website by entering the email address and password you selected
when you registered. If you have forgotten the password, click on LOST/FORGOTTEN
PASSWORD, and it will be emailed to you. NOTE: if you are not the person who registered,
you will need to get the sign in information from that person.
Once you have signed in, select MAIN BID TEMPLATE from the Main Menu. You must submit
an entry for EACH instructional material you include with your bid. Any material that is not listed
will NOT be considered as a bid. Bid individual resources in one category only. Any ISBN
bid that has more than one item included must be bid as “instructional materials.”
The Default Bid Template is for electronic resources; to enter print resource, click on the “Add
Print Materials” button located on the right side of the page.
1. From the drop-down menu, select the course for which you are submitting a bid. Enter
the exact title of the student edition for which you are submitting a bid.
2. Enter the ISBN number.
3. Enter the copyright date (mm/dd/yyyy). If the exact month and day are unknown, the
appropriate month and day may be substituted.
4. For COLUMNS 1-5, enter the pricing as follows:
FOR ELECTRONIC RESOURCES:
▪ Column 1: (1) Enter the price of a license/subscription for an individual user.
▪ Column 2: (2) Enter the price of a license/subscription for all users in a
classroom.
▪ Column 3: (3) Enter the price of a school-wide license/subscription.
▪ Column 4: (4) Enter the price of a district subscription/license.
▪ Column 5: (5) Enter an explanation of your pricing and any relevant information.
This might include the length of the subscription (one year? the life of the
contract?), the number of users in a class/school/district subscription (is this
actual accounts or number of users at the same time), specific requirements
(operating systems, special software, etc.).
IMPORTANT: It is imperative that Column 5 contain specific information about the resource in
order for all WV stakeholders to know what distinguishes this resource from another with a
similar name. For example, distinguish the deluxe version from the basic resource.
NOTE: If any pricing option is not offered, keep the default 0 price and offer a brief statement to
that effect in Column 5.
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FOR PRINT RESOURCES:
▪ Column 1: (1) Lowest net wholesale price: Such price is that which is stated in
the bid and will be sold to county schools and/or county school units, the
approved depository(ies) and/or the responsible dealers.
▪ Column 2: (2) Retail price to patrons (parents): Such price is the net wholesale
price in Column 1 plus a sum not to exceed a fifteen percent (15%) allowable
increase to local dealers.
▪ Column 3: (3) Lowest net exchange price: Such price is the lowest net
exchange price a vendor will allow any county schools and/or county school
units, depository(ies) and/or responsible dealers, when items correspond in
subject, grade level, and in prior legal use in the public schools of West Virginia
is returned in exchange.
▪ Column 4: (4) Retail exchange price: Such prices is the retail price exchanged
with the vendor by school patrons (patrons) plus a sum not to exceed a ten
percent (10%) increase has been added to the net exchange price in Column 3,
when items correspond subject, grade level and prior legal use in West Virginia.
▪ Column 5: (5) Enter additional information about the resource bid, including but
not limited to, equipment or materials needed for product utilization (but not on
bid). This column should also include an exact list of what will be included with
the item being bid. Information in this column should clearly distinguish the
differences between resources with similar names (e.g., Student Edition/Deluxe
Student Edition).
5. Click in the space provided if this student edition is being bid as a supplemental item. If
you know the item just bid will not meet 80% of the criteria independently of other
materials in your bid, you may want to reconsider submitting this item for review.
REMEMBER that only resources which meet 80% of the criteria independently of other
resources and/or combined with a teacher’s edition or teacher’s resource package should be bid
as primary materials.
6. CLICK – SAVE INFORMATION
The student edition you entered appears on the screen below the Save Information button. Of
equal importance are the two new options with which you will be provided: Add Student Book
and Add Book Resources.
7. Select Add Book Resources to bid teacher editions, instructional materials, or learning
technologies developed to support the student edition.
8. Select Add Student Book to bid a student edition for a different course. It may be
necessary to select print or electronic bid template.
If you need to make a correction, select UPDATE next to the specific item that needs a
correction. This repopulates the Add Bid Item area at the top of the screen. Make changes as
necessary and CLICK – SAVE INFORMATION. You may make edits at any time prior to the
specific bid deadline.
Use the links at the bottom of the bid page to print your bid and/or export your bid to a Microsoft
Excel workbook to save for you records. DO NOT mail hardcopies of your bid to WVDE. ONLY
ONLINE BIDS WILL BE ACCEPTED.
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RETURN TO VENDOR INFORMATION/MISC. INFORMATION PAGE
▪ Question 4 on the Main Menu provides information about required training of your
program. If training is mandatory, please check the box in SECTION 4A. Indicate who
will be trained (4B) and the length of the training (4C).
▪ CLICK – SAVE INFORMATION
When your bid is complete, click the link for Official Signature Page. Complete the Official
Signature Page, print it and mail it along with the required deposit and/or review fee in the form
of a certified check to:
West Virginia Department of Education
Office of Secondary Learning
Attn: Joey Wiseman, Assistant Director
1900 Kanawha Boulevard, East
Building 6 Room 603
Charleston, WV 25305
The Official Signature Page and your deposit and/or review fee must be received by April
9, 2015. It is recommend that you send the deposit and signature sheet using a method
by which you can track the package to ensure it is delivered by the bid deadline.
A REMINDER: The bid deposit is refundable only for materials bid during the official bid year
and only if all contracts and bonds are submitted by the deadline provided. Materials may be
removed from the bid prior to the deadline for sending them to review committee members
without forfeiting the bid deposit. The non-refundable review fee for materials bid on off-cycle
year is $1,000 per programmatic level for each resource bid.
NOTE:
▪ All instructional materials in print format are sold initially through Column 1 (wholesale)
and Column 2 (retail) prices. Exchange prices (Column 3 or 4) shall extend through one
entire school year, either following the date of initial purchase or the date of completeuse. Proof of exchange required. Vendors’ options apply.
▪ Prices and items submitted for bid are subject to further verification due to the vastness
of this State Multiple Listing of Instructional Materials. In the event any discrepancy
exists, the original bid submitted by the vendor would determine any inquiry.
Direct all questions to
Joey Wiseman, Assistant Director, rjwisema@k12.wv.us
Veronica Barron, Assistant, vbarron@k12.wv.us
Office of Secondary Learning
Phone: 304-558-5325
FAX: 304-558-1834
1900 Kanawha Boulevard, East, Building 6 Room 603
Charleston, WV 25305