Addendum 01 - ARFP DOT2600000001.pdf

Date Printed: Oct 16, 2025 Page: 1 FORM ID: WV-PRC-ARFP-002 2020/05

State of West Virginia Agency Request for Proposals

Highways

Addendum 01

To attach responses to questions from vendors

2025-10-16

DIVISION OF HIGHWAYS

BLDG 6 RM 340A

1900 KANAWHA BLVD E

CHARLESTON WV 25305

US

Vendor Customer Code:

Vendor Name :

Address :

Street :

City :

State : Country : Zip :

Principal Contact :

Vendor Contact Phone: Extension:

Date Printed: Oct 16, 2025 Page: 2 FORM ID: WV-PRC-ARFP-002 2020/05

1 Snow Removal Service - Roadway 0.00000 MILE

2 Snow Removal Service - Shoulder 0.00000 MILE

Date Printed: Oct 16, 2025 Page: 3 FORM ID: WV-PRC-ARFP-002 2020/05

3 Application of SRIC Materials 0.00000 MILE

4 Sodium Chloride 0.00000 TON

Date Printed: Oct 16, 2025 Page: 4 FORM ID: WV-PRC-ARFP-002 2020/05

5 Calcium Chloride 0.00000 LB

6 Abrasives 0.00000 TON

Date Printed: Oct 16, 2025 Page: 5 FORM ID: WV-PRC-ARFP-002 2020/05

7 Standby Surcharge - $500 Flat Rate, Per Ea.

Identified Truck

0.00000 EA

8 Seasonal Mobilization 0.00000 LS

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.

ARFP DOT2600000001

ADDENDUM 1 IS ISSUED FOR THE FOLLOWING REASONS:

1. TO ATTACH RESPONSES TO QUESTIONS FROM VENDORS

NO OTHER CHANGES

Revised 6/8/2012

ATTACHMENT A

ARFP DOT2600000001 SRIC Services Preston & Monongalia Counties

Responses to Questions from Vendors

Question 1 On the attachment A pricing page for SRIC Area 4 Preston County – Why is the estimated QTY for Contract item #1 marked with a *? Does that mean it is the only Contract Item that is required?

Response 1

The standby quantity cannot be pre-estimated as it will be based on the number of trucks the vendor plans to dispatch to the SRIC area. The Number of Trucks to be actively dispatched for this SRIC area* field highlighted in yellow above the bid pricing table captures this information. For the extended price, for the purposes of the bid price evaluation, we will take the number of trucks the vendor lists multiplied by $500.00.

We cannot anticipate the frequency at which the Standby Surcharge could be used.

Question 2 On Attachment A pricing page for Monongalia Area 1, Area 2, Area 3 and Preston County Area 5 and Area 6 – Why is the estimated QTY for Contract Item #7 marked with a *?

Response 2

Please see Response 1 as it applied to all SRIC Areas / Pricing sheets. The * acts as a cross reference to the Number of Trucks to be actively dispatched for this SRIC area* field.

Question 3 How did the issuing agency calculate the estimated QTY’s listed on the Attachment A Pricing Page for all areas?

Response 3

The following calculation was used for estimating quantities for services and materials, per SRIC Area, based on the miles within that SRIC Area:

The WVDOH Performance Standard for Sodium Chloride / Abrasives establishes a maximum of 250 lb. per lane mile.

250 X 20 (Example for a 20-mile road) = 5000 lb., X 2 ( both lanes, both directions of travel) = 10,000 lb. X 151 (SRIC season working days) = 1,510,000 lb.

You then divide that last total of 1,510,000 lb. by 2,000 to convert to tonnage. That would equal out to 755 Tons.

This final total of 755 tons would be for the entire 151-day SRIC season, if you treated the full length of the road, in both directions 1 time every day.

Question 4 Regarding SRIC Materials & Stockpiles - In an effort to provide the most effective, economical, and best service proposal by the Vendor we suggest that the WVDOH allow the use of already stockpiled WVDOH materials including Sodium Chloride, Calcium Chloride, and Abrasives for use in this Contract. Additionally, Vendor suggests the WVDOH allow the use of a minimum of one WVDOH facility in each SRIC County for the Vendor to pick up the WVDOH SRIC materials. Vendor will provide their own machinery and operator to load the WVDOH supplied materials.

Vendor will purchase the WVDOH supplied materials from the WVDOH at agreed upon pricing. Vendor believes this approach will provide the most economical pricing method and the highest level of service to the WVDOH and the public. Can the WVDOH provide the SRIC materials required for use in this Contract? Can the WVDOH allow the use of one facility in each County for use by Vendor to purchase the materials required to provide the SRIC services?

Response 4

Vendors providing services under this contract are required to secure and maintain their own materials stockpiles, as required within the RFP.

Question 5 Loss, Liability and Indemnification Section 4.2.2.5. Subsection B provides Vendor with responsibility for all damages incurred as a result of carrying out the services of this contract and includes the term “personal injury”. While we understand and accept that if one of our trucks strikes another vehicle or person causing personal injury, we are responsible for those injuries. However, the broadness of that general category of personal injury could include any personal injury that occurs as a result of black ice, slick spots, etc that are present during and or after performance of the service. A more defined position on personal injury in the contract if awarded will be necessary.

Response 5

Please reference Section 35 of the Terms and Conditions document included with this RFP.

(Check the box next to each addendum received)

ARFP DOT2600000001