ADD 2 ARFQ DOT27 1.pdf

Date Printed: Jul 20, 2026 Page:1 FORM ID: WV-PRC-ARFQ-002 2020/05

State of West Virginia Agency Request for Quote

Highways

Proc Folder: 2001749 Reason for Modification:

Doc Description: Addendum 2: One-time purchase of HP Pagewide XL 4700 or equa Addendum 2 is issued for the following reason:

1. Attachment of vendor questions and responses.

..... See Page 2 for complete info

Proc Type: Agency Purchase Order

Date Issued Solicitation Closes Solicitation No Version

2026-07-20 2026-07-23 10:30 ARFQ 0803 DOT2700000001 3

BID RECEIVING LOCATION

PROCUREMENT DIVISION

DIVISION OF HIGHWAYS

BLDG 6 RM 340A

1900 KANAWHA BLVD E

CHARLESTON WV 25305

US

VENDOR

Vendor Customer Code:

Vendor Name :

Address :

Street :

City :

State : Country : Zip :

Principal Contact :

Vendor Contact Phone: Extension:

FOR INFORMATION CONTACT THE BUYER

Amber J Heath 304-558-0408 amber.j.heath@wv.gov

Vendor Signature X FEIN# DATE All offers subject to all terms and conditions contained in this solicitation

Date Printed: Jul 20, 2026 Page:2 FORM ID: WV-PRC-ARFQ-002 2020/05

Reason for Modification:

Addendum 2 is issued for the following reason:

1. Attachment of vendor questions and responses.

2. Modify bid opening date and time.

No other changes

ADDITIONAL INFORMATION

Addendum 2 is issued for the following reason:

1. Attachment of vendor questions and responses.

2. Modify bid opening date and time.

No other changes

INVOICE TO SHIP TO

DEPT. OF TRANSPORTATION DEPT. OF TRANSPORTATION

1900 KANAWHA BLVD E,

BLD. 5 RM-720

1900 KANAWHA BLVD E,

BLD. 5 RM-720

CHARLESTON WV CHARLESTON WV

US US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 1 HP Pagewide XL 4700 or equal 1.00000 EA

Comm Code Manufacturer Specification Model # 43212107

Extended Description:

HP Pagewide XL 4700 or equal

Date Printed: Jul 20, 2026 Page:3 FORM ID: WV-PRC-ARFQ-002 2020/05

INVOICE TO SHIP TO

DEPT. OF TRANSPORTATION DEPT. OF TRANSPORTATION

1900 KANAWHA BLVD E,

BLD. 5 RM-720

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 2 Warranty of 2 years or better

Comm Code Manufacturer Specification Model # 81111818

Extended Description:

HP Pagewide XL 4700 (or equal) 2 Year Warranty Or better

INVOICE TO SHIP TO

DEPT. OF TRANSPORTATION DEPT. OF TRANSPORTATION

1900 KANAWHA BLVD E,

BLD. 5 RM-720

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 3 Freight and Delivery Fee

Comm Code Manufacturer Specification Model # 78121603

Extended Description:

Include inside delivery and all freight costs

Date Printed: Jul 20, 2026 Page:4 FORM ID: WV-PRC-ARFQ-002 2020/05

INVOICE TO SHIP TO

DEPT. OF TRANSPORTATION DEPT. OF TRANSPORTATION

1900 KANAWHA BLVD E,

BLD. 5 RM-720

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 4 On-site Installation, Assembly & Turnkey

Setup

Comm Code Manufacturer Specification Model # 81111812

Extended Description:

turnkey services (including but not limited to unboxing, assembly, installation, and network setup)

SCHEDULE OF EVENTS

Line Event Event Date 1 Technical Questions due at 10AM ET 2026-07-14

Document Phase Document Description Page

DOT2700000001 Draft Addendum 2: One-time purchase of HP Pagewide XL 4700 or equa

Revised 6/8/2012

SOLICITATION NUMBER: [Insert RFQ, RFP No.] Addendum Number: [Insert Number]

The purpose of this addendum is to modify the solicitation identified as [insert RFQ, RFP No.] (“Solicitation”) to reflect the change(s) identified and described below.

Applicable Addendum Category:

[ ] Modify bid opening date and time

[ ] Modify specifications of product or service being sought

[ ] Attachment of vendor questions and responses

[ ] Attachment of pre-bid sign-in sheet

[ ] Correction of error

[ ] Other

Description of Modification to Solicitation:

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference.

Terms and Conditions:

1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith.

Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

Revised 6/8/2012

ATTACHMENT A

Revised 11/1/2022

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.:

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below. Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No. 6 [ ] Addendum No. 2 [ ] Addendum No. 7 [ ] Addendum No. 3 [ ] Addendum No. 8 [ ] Addendum No. 4 [ ] Addendum No. 9 [ ] Addendum No. 5 [ ] Addendum No. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid.

I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

TECHNICAL QUESTIONS

ARFQ 0803 DOT2700000001 HP PAGEWIDE XL 4700 OR EQUAL

1. QUESTION: In reference to Section 6.1 it states that you require delivery of the Contract Item within ten (10) working days of receipt of a purchase order or notice to proceed. We anticipate being able to meet this timeline; however, given that the HP Pagewide XL 4700 is specialty large-format equipment, we want to confirm in advance that in the event of an unforeseen manufacturer or shipping delay outside the vendor's control, is there any flexibility built into the 10 working day delivery requirement, or is it firm in all circumstances?

RESPONSE: Yes, with communication.

2. QUESTION: I was told prior to the bid that a must was to be able to Scan and Print up to 42 or 44 Inch-wide documents. The HP Pagewide XL 4700 as standard only does up to 36-inch-wide documents and printing up to 40 Inch without options. There are accessories for upgrade that allows the 42- or 44-inch scanning, but the printing does not. Is that requirement still needed? Or is 36-inch Scanning & Printing acceptable? Bid specs requirements do not state – just refers to HP Pagewide XL 4700. (Specifications on next sheet)

RESPONSE: No. The requirement is not needed any longer.

3. QUESTION: Could you please confirm if the agency requires the printer-only configuration, or if you are seeking the integrated scanner model (HP PageWide XL

4700 MFP)?

RESPONSE: No integrated scanner is needed.

4. QUESTION: Is there a specific printing / volume that you are looking for? I want to ensure the 4700 is the correct fit.

RESPONSE: Up to 15 pages per minute, we print less that 200 copies a month.

5. QUESTION: Is there a need to compare service costs after the 2-year warranty?

RESPONSE: In reference to the Specifications:

• Section 3 GENERAL REQUIREMENTS

• 3.1 HP Pagewide XL 4700 or equal

• 3.1.1 Shall include a warranty for two (2) years or better

1. Attachment of vendor questions and responses.

2. Modify bid opening date and time.

No other changes