Addendum 01 ARFQ DOT2700000015.PDF
PDF 314 KB Posted
- Attached to
- Rough Cut Lumber D5 Open End Contract
- Solicitation number
- ARFQ 0803 DOT2700000015 3
- Issued by
- Kanawha County, West Virginia
About this file
This Addendum 01 document modifies the Agency Request for Quote (ARFQ) for Rough Cut Lumber D5 Open End Contract issued by the State of West Virginia, Division of Highways. The solicitation number is ARFQ DOT2700000015, with the bid receiving location at the Procurement Division, Division of Highways in Charleston, West Virginia. The solicitation closed on September 22, 2026 at 10:30 AM. The contract covers 16 line items of rough cut lumber and related materials for use across all state agencies at various locations, including rough oak timbers in multiple dimensions (2"x8"x10', 2"x8"x16', 3"x8"x10', 6"x6"x24', 6"x6"x30'), side boards, 4x4 rough cut oak, poplar stakes, oak survey stakes, pine bridge timbers, oak deck boards, oak cribbing blocks in multiple sizes, and delivery fees. Quantities per line item range from 25 to 100 units, with the contract structured as an open-end master agreement allowing for variable ordering driven by agency demand throughout the contract term.
The addendum was issued solely to attach responses to vendor technical questions regarding contract specifications and pricing. Key clarifications addressed included confirmation that standard delivery costs must be included in core item pricing with Line 16 reserved for non-standard delivery charges only; confirmation that 4x4 rough cut oak should be priced for industry standard 8-foot lengths; clarification that oak survey stakes should measure 1 inch by 1 inch by 3 feet rather than 1 foot by 1 foot by 3 feet; and confirmation that side boards are specified as oak wood per Commodity Code 11121617. The technical question deadline was September 16, 2026. All vendors are required to acknowledge receipt of this addendum and submit the acknowledgment with their bid to avoid disqualification.
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Date Printed: Sep 16, 2026 Page:1 FORM ID: WV-PRC-ARFQ-002 2020/05
State of West Virginia Agency Request for Quote
Highways
Proc Folder: 2038314 Reason for Modification:
Doc Description: Rough Cut Lumber
D5 Open End Contract
ADDENDUM 01
Proc Type: Agency Master Agreement
Date Issued Solicitation Closes Solicitation No Version
2026-09-16 2026-09-22 10:30 ARFQ 0803 DOT2700000015 2
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
James F Moffatt 304-414-0815 james.f.moffatt@wv.gov
Vendor Signature X FEIN# DATE All offers subject to all terms and conditions contained in this solicitation
Date Printed: Sep 16, 2026 Page:2 FORM ID: WV-PRC-ARFQ-002 2020/05
ADDITIONAL INFORMATION
ADDENDUM 01
ADDENDUM 1 IS ISSUED FOR THE FOLLOWING REASONS:
1. TO ATTACH RESPONSES TO QUESTIONS FROM VENDORS
NO OTHER CHANGES
INVOICE TO SHIP TO
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
VARIOUS LOCATIONS AS
INDICATED BY ORDER
No City WV No City WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 1 Rough Oak 2" x 8" x 10' 25.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Extended Description:
Rough Oak 2" x 8" x 10'
INVOICE TO SHIP TO
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 2 Rough Oak 2" x 8" x 16' 25.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Extended Description:
Rough Oak 2" x 8" x 16'
Date Printed: Sep 16, 2026 Page:3 FORM ID: WV-PRC-ARFQ-002 2020/05
INVOICE TO SHIP TO
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 3 Rough Oak 3" x 8" x 10' 25.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Extended Description:
Rough Oak 3" x 8" x 10'
INVOICE TO SHIP TO
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 4 Rough Oak 6" x 6" x 24" 25.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Rough Oak 6" x 6" x 24"
Date Printed: Sep 16, 2026 Page:4 FORM ID: WV-PRC-ARFQ-002 2020/05
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 5 Rough Oak 6" x 6" x 30" 25.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Extended Description:
Rough Oak 6" x 6" x 30"
INVOICE TO SHIP TO
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 6 Side Board 2 1/2" x 10" x 14' 30.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Side Board 2 1/2" x 10" x 14'
Date Printed: Sep 16, 2026 Page:5 FORM ID: WV-PRC-ARFQ-002 2020/05
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 7 4 x 4 Rough Cut Oak 50.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Extended Description:
4 x 4 Rough Cut Oak
INVOICE TO SHIP TO
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 8 3/4" x 1 1/2" x 3' Poplar Stakes 100.00000 EA
Comm Code Manufacturer Specification Model # 11121615
3/4" x 1 1/2" x 3' Poplar Stakes
Date Printed: Sep 16, 2026 Page:6 FORM ID: WV-PRC-ARFQ-002 2020/05
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 9 1' x 1' x 3' Survey Stakes Oak 100.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Extended Description:
1' x 1' x 3' Survey Stakes Oak
INVOICE TO SHIP TO
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 10 4" x 4" x 12' Bridge Timbers Pine 50.00000 EA
Comm Code Manufacturer Specification Model # 11121616
4" x 4" x 12' Bridge Timbers Pine
Date Printed: Sep 16, 2026 Page:7 FORM ID: WV-PRC-ARFQ-002 2020/05
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 11 2" x 6" x 12.5' Deck Boards Oak 50.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Extended Description:
2" x 6" x 12.5' Deck Boards Oak
INVOICE TO SHIP TO
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 12 2" x 8" x 12.5' Deck Boards Oak 50.00000 EA
Comm Code Manufacturer Specification Model # 11121617
2" x 8" x 12.5' Deck Boards Oak
Date Printed: Sep 16, 2026 Page:8 FORM ID: WV-PRC-ARFQ-002 2020/05
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 13 7" x 9" x 4' Cribbing Block Oak 25.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Extended Description:
7" x 9" x 4' Cribbing Block Oak
INVOICE TO SHIP TO
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 14 6" x 6" x 4' Cribbing Block Oak 25.00000 EA
Comm Code Manufacturer Specification Model # 11121617
6" x 6" x 4' Cribbing Block Oak
Date Printed: Sep 16, 2026 Page:9 FORM ID: WV-PRC-ARFQ-002 2020/05
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 15 6" x 6" x 3' Cribbing Block Oak 25.00000 EA
Comm Code Manufacturer Specification Model # 11121617
Extended Description:
6" x 6" x 3' Cribbing Block Oak
INVOICE TO SHIP TO
ALL STATE AGENCIES STATE OF WEST VIRGINIA
VARIOUS LOCATIONS AS
INDICATED BY ORDER
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 16 Delivery Fee
Comm Code Manufacturer Specification Model # 78121603
Extended Description:
Delivery Fee
SCHEDULE OF EVENTS
Line Event Event Date
1 TECHNICAL QUESTION DUE BY 10AM EST 2026-09-16
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
ARFQ DOT27*15 Rough Cut Lumber D5 Open End Contract
Technical Questions
1) Question: How should we price line 16, “Delivery Fee,” given that Section 6.3 requires standard delivery costs to be included in item pricing?
a. Response: In alignment with Section 6.3, all standard delivery costs must be included within the core item pricing. If the bid requires non-standard delivery services, please input those specific costs into Line 16 (CL 16). If no non-standard delivery service costs are required, please enter $0.00.
2) Question: What is the typical quantity ordered per delivery under this contract?
a. Response: Quantities ordered per delivery are variable and driven entirely by agency demand and operational requirements over the life of the contract.
3) Question: What length is required for line 7, “4 x 4 Rough Cut Oak”?
a. Response: Pricing for Line 7 ('4 x 4 Rough Cut Oak') is conditioned upon a baseline specification of industry standard 8-foot lengths.
4) Question: Should line 9’s oak survey stakes measure 1 inch × 1 inch × 3 feet rather than 1 foot × 1 foot × 3 feet as printed?
a. Response: Pricing for Line 9 has been formulated based on the intended commercial application of 1 inch × 1 inch × 3 feet for oak survey stakes.
5) Question: What wood species is required for line 6, side boards?
a. Response: Pricing for Line 6 matches Commodity Code 11121617, which is formally designated and verified on the ARFQ as “oak wood.” Our submission reflects this baseline material specification accordingly.
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.
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| Text1: ARFQ DOT2700000015 |
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| Text3: Addendum 1 is issued for the following reason: |
1. To attach vendor questions and responses.
No other changes
| Solicitation Number: ARFQ DOT2700000015 |
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