The WVDOH recently updated their policies, giving them the ability to accept e-notarizations when executing contract documents for projects awarded through Contract Administration Division for the West Virginia Division of Highways.  The following is a sample email which will be sent to contractors to notify them of bid acceptance once their bid has been awarded.  This policy change was effective March 13th and any contractors notified of bid acceptance should be notified in this manner.

I am pleased to advise you that CONTRACTOR has been awarded the subject project. All contract forms will be processed electronically, including performance bonds. This is a courtesy notice to inform you that the WVDOH is now accepting electronically notarized documents; therefore, a raised seal is no longer required.

Your company representative(s) and surety representative(s) will receive an email from either Adam Gonzales or Mistie Jackson via DocuSign. When the representative opens the email, he or she will be prompted to complete and notarize the contract and contract bond, then it will move to the next person in the signing order.

Typically, Remote Online Notarization (RON) is the process used for notarizing documents electronically. The WV Secretary of State's website includes a list of vendors across the United States that offer RON services. Please note: The WVDOH does not specifically endorse any vendor listed on the WVSOS website, but will accept properly notarized documents from all of those vendors. If you will be electronically notarizing in another state, please contact their Secretary of State's Office or other public body responsible for supervising notarial practices for their guidance.

If a name or email address has changed from the last contract and bond you received from us in DocuSign, please let us know immediately. Disclosure of Ethics form is attached to this acceptance email (when applicable) and should be attached to the contract and contract bond during the signing process or submitted separately to DOHContractProcure@wv.gov.

Thank you for your cooperation as we continue to process contract documents electronically. Although electronic notarization is permitted, it is not required, and the WVDOH will continue to accept traditionally notarized documents. If you have any questions, please contact us at DOHContractProcure@wv.gov. For questions regarding e-notary or RON vendors, you may contact the WVSOS Office at 304-558-8000.