ADDENDUM 1 ARFQ DEP26-01.pdf
PDF 6 MB Posted
- Attached to
- OSR Royal Coal Company P-688
- Solicitation number
- ARFQ-0313-DEP2600000001-2
- Issued by
- Calhoun County, West Virginia
About this file
This document is an Addendum (#1) for a West Virginia Department of Environmental Protection (WVDEP) Office of Special Reclamation solicitation for the Royal Coal Company Permit #P-688 located in Fayette County, West Virginia. The solicitation (ARFQ DEP2600000001) involves demolition, encapsulation, and reclamation work at a former coal mining site, with a bid close date extended from 8/13/25 to 8/26/25. The project includes removing concrete structures, encapsulating rubble, regrading ponds, installing silt fences, creating log barricades, and revegetating areas. The engineer's revised estimate for the project is $841,193, and the work encompasses both lower and upper site areas with various specific tasks such as removing silos, rail loading/unloading facilities, conveyor tunnels, and managing woody debris.
The solicitation includes detailed technical specifications for concrete structure removal, with requirements for breaking down concrete to no more than 4 feet in any direction, burying rubble with at least 12 inches of soil, and ensuring proper vegetation. The contractor must submit a demolition plan certified by a West Virginia licensed professional engineer for WVDEP approval. The project involves multiple site-specific challenges, including narrow roadways, coordination with the West Virginia Department of Transportation, and working near National Park Service property. The work will be paid as a lump sum, with the contractor responsible for site preparation, mobilization, quality control, and up to three seedings of disturbed areas.
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AGENCY SOLICITATION NUMBER – ARFQ DEP2600000001
Addendum Number: _1___
The Purpose of this addendum is to modify the solicitation identified as (“Agency Solicitation”) to reflect the change(s) identified and described below.
Applicable Addendum Category:
[x] Modify bid opening date and time
[x] Modify specification of product or service being sought
[x] Attachment of vendor questions and responses
[x] Attachment of pre-bid sign-in sheet
[] Correction of error
[] Other
Description of Modification to Solicitation:
This Addendum issued to publish and distribute the attached documentation to the vendor community.
1. Questions & answers
2. Revisions & Plan changes
3. Clarification and notes
4. Sign-in sheets
5. Move bid close from 8/13/25 to 8/26/25
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 provision of the Agency 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 Agency Solicitation by completing an Addendum Acknowledgement, 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.
Addendum #1 - Questions During and After the Pre-Bid Conference for
ROYAL COAL COMPANY Permit #P-688
ARFQ DEP2600000001
The following are questions that were identified at the Pre-Bid Conference (PBC) conducted onsite on July 30, 2025, Questions provided to WVDEP Procurement, Project Clarifications and Notes, Technical Specification
Changes, and Project Plan Changes. The answers and clarifications provided herein take precedence over verbal answers at the PBC and previously provided specifications and descriptions provided in the Solicitation should there be any conflicts between the two.
Questions that were identified at the Pre-Bid Conference (PBC):
Q1: Can the equipment be mobilized to the site using state route 25 from Thurmond west to southeast using
Thurmond Road, and Mckendree Rd and crossing Stone Cliff bridge if it meets the weight requirements?
A1: The Office of Special Reclamation (OSR) is reminding and cautioning all perspective bidders of the weight requirements that are set by WVDOH. OSR has contacted the DOH and obtained permission to access from Prince northward to the site on state route 25. The successful bidder will need to contact the
DOH and obtain a permit to use McKendree Road, tramming equipment approximately 10 miles. The
DOH indicated that improvements may be made to traverse the road, but that the right-of-way is narrow and the property owner above and below the roadway is mostly the National Park Service.
Q2: How do we dispose of the water in the tunnel at the former Rail Loading/Unloading Facilities?
A2: The water will be pumped and/or discharged in a controlled fashion to prevent off-site impact. The same process will be followed for the pond removals elsewhere on the project. Per Special Provision O-
5.3.1.F, a dewatering plan must be submitted and approved prior to any release of said water.
Q3: Have you tested the water?
A3: OSR has not tested the water in the tunnel. OSR has tested the water in the ponds at the Upper Site and the water quality is good enough to remove the ponds.
Q4: Can the timber larger than 8 inches be chipped also?
A4: Yes. The timber smaller than 8 inches is to be chipped and dispersed throughout the wooded area
(within the permit boundary) in an evenly distributed manner. You can chip the timber that is larger than 8 inches in diameter so long as you continue to evenly disperse the material to avoid accumulating any piles.
Q5: Is the school bus part of the project?
A5: No, the bus owner has been asked to vacate the work site, the landowner has been notified, and the bus should not be present when the work takes place.
Q6: Who owns the surface of this permit?
A6: The current surface owner is Wilderness Land Holdings LLC.
Q7: Statement made: Assuming it doesn’t get redeemed, because the former owner has 13 months to redeem from the new owner.
A7: It is our understanding that the period to redeem the property has already been satisfied.
Q8: Can we chip woody materials larger than 4 inches or do we have to windrow them?
A8: See Answer #4.
Q9: Do you have the construction drawings (as-builts) for the concrete structures that need to be demolished?
A9: No.
Q10: Is the trash near the Rail Loading/Unloading Facilities the responsibility of the contractor to remove?
A10: Any trash you encounter on this project, will be the responsibility of the contractor to properly dispose of, and to provide OSR with a receipt from the landfill or the salvage yard as proof of the disposal. The pile of trash we walked past contains some linoleum. Technical Specification Section 14-4 contains an asbestos survey performed and the linoleum was checked and found to be without asbestos. No asbestos was found on this site as denoted in the survey found in Section 14-4.
Q11: What happens to the piles of coal inside the silos?
A11: The coal will be encapsulated along with the rubble.
Q12: Is the 12-Inch DR11 HDPE Discharge Pipe (associated with the Lower Conveyor Tunnel) paid by the foot?
A12: It is paid as a lump sum item.
Q13: Can you get a 4-wheeler up to the Lower Conveyor Tunnel Portal area?
A13: The topography and vegetation is not conducive to any motorized access. Additionally, no equipment will be permitted on the slope along, nor adjacent to, the proposed location of the 12-Inch DR11 HDPE Pipe.
Without approval from OSR, no additional roadway construction nor additional disturbance to the existing roadways in the vicinity of the 12-Inch DR11 HDPE Pipe or Lower Conveyor Tunnel Portal will be permitted.
No trees shall be cut without approval from OSR.
Q14: If vehicular traffic (other than the contractor) disturbs the refuse area that’s being seeded and the seed doesn’t grow in well, is the contractor responsible for re-seeding?
A14: As per the contract documents the contractor is responsible for up to three (3) seedings. The contractor will place log barriers upon completion of the initial seeding. Also, please note that the Upper Site area is behind a locked WVDNR gate.
Q15: Does the regrading of the Sump berm stop short of the large tree that’s left on the berm?
A15: The regrading of the Sump does not encompass the one large tree remaining on the west side of the berm. The berm will be removed and used to regrade the Sump as depicted in the plans. Note: If all of the concrete rubble is not needed to fill in the Upper Conveyor Tunnel entry, extra rubble may be placed into the Sump area.
Q16: How do we dispose of the woody debris and the logs on Upper Site area of the project?
A16: As discussed in the Lower Site portion of the project, anything 8 inches or larger will be windrowed or chipped. Anything smaller than 8 inches will be chipped and evenly dispersed including any of the woody debris within the work area that was previously cut.
Q17: Is there an engineer's estimate?
A17: Yes. The revised estimate is $841,193.
Q18: Did you say earlier that these ponds had been tested for a controlled release?
A18: Refer to the answer to Question #2.
Q19: Will the stumps be windrowed also?
A19: Yes any stumps you encounter or grub will be windrowed also.
Q20: How would you access equipment and materials to this upper site?
A20: From Rt 41 via 41/12 Chestnut Knob Rd and 25/2 Beury Mtn Rd.
Q21: Where is the mine shaft that we install the bat gate over?
A21: It’s not a shaft, but it is the Lower Conveyor Tunnel end, that’s found on Sheet 6 of the plans. From the silos on the bottom portion of the project, follow the road around the clarifier to a small field. There is a small road at the back of the field that goes uphill. Follow the existing road upslope.
Q22: Do you access the Lower Conveyor Tunnel Portal from down by the silos?
A22: Yes.
Clarifications and Notes:
1) Incidental Stone may only be used with the prior approval of the WVDEP Representative On-Site
(Inspector) per Technical Specification 7-3.
2) Pond 12 Regrade Channel –This channel is ungrouted riprap, as depicted in the detail on Plan Sheet 11.
3) The Engineer’s Estimate has been revised to reflect the corrected plans (Inclusion of commodity line 5 additio additional 200 LF silt fence below the Old Prep Plant Debris Field – Plan Sheet 5-R).
4) Technical Specification 3-1 outlines the required surveying and associated submissions to the WVDEP.
5) Technical Specification 5-14 has been revised to include the submission and WVDEP approval of a
Demolition Plan, certified by a WV Licensed Professional Engineer.
Revised Specifications:
Technical Specification 5-14 – Concrete Structure(s) Removal and Encapsulation
Plan Changes:
1) Plan Sheet 3-R – revised to reflect the inclusion of silt fence below the Old Prep Plant Debris Field.
2) Plan Sheet 5-R – revised to include silt fence below the Old Prep Plant Debris Field and a log barricade northwest of the Rail Loading/Unloading Structures.
3) Plan Sheet 8-R – revised to reflect five (5) log barricades.
E114845 Text Box
5-14 (1)-R
5-14 CONCRETE STRUCTURE(S) REMOVAL AND ENCAPSULATION
1.0 GENERAL
1.1 DESCRIPTION
To remove and properly encapsulate concrete structures as specified in the
Contract Documents.
1.2 MATERIALS
A. Materials utilized for Concrete Structure Removal and Encapsulation shall comply with all state, federal and municipal (if applicable) laws and regulations, and other agencies having jurisdiction over this activity.
1.3 EXECUTION
A. The Contractor shall coordinate with all appropriate parties regarding the removal of the concrete structures including, but not limited to, the West
Virginia Department of Transportation, Railroad, Utilities and all affected adjacent property owners.
B. The Contractor shall follow all appropriate laws and rules regarding blasting and assure that only persons which are properly certified, registered and/or trained are taking part in the activity.
C. All concrete shall be broken down to a size not to exceed four (4) feet in any direction. All reinforcing steel shall be cutoff even with the concrete. The Contractor shall take all measures necessary to prevent the ignition of vegetation due to the activities.
D. All concrete rubble shall be buried in a stable and consolidated manner in the areas as shown on the Contract Documents. A minimum of twelve (12) inches of soil shall be placed over the rubble and graded to drain and prevent ponding of water. The entire disturbed area shall be vegetated as per 6-1 Revegetation of the Technical Specifications.
E. Prior to beginning any demolition activities at the site, a Demolition Plan, certified by a Professional Engineer licensed in the State of West Virginia, shall be submitted to the WVDEP Office of Special Reclamation (OSR) for review and approval. No work on the demolition of structures shall begin without approval from OSR. The Demolition Plan shall take into account the prior instability of the site as documented in Section 14-1 of the Technical Specifications and the measures to prevent ignition of the
5-14 (2)-R refuse and/or vegetation. Any additional geotechnical investigation necessary to provide sufficient information to support the certification shall be performed at no additional cost to the WVDEP.
2.0 METHOD OF MEASUREMENT
A. The method of measurement for determining quantities for per unit bid item(s) shall include furnishing all materials and doing all the work prescribed in a workmanlike and acceptable manner, including all labor, tools, equipment (including mobilization/demobilization), supplies, disposal costs/fees, and incidentals & appurtenances necessary to complete the work as shown on the Project Plans.
B. The method of measurement for determining quantities for lump sum bid item(s) shall include furnishing all materials and doing all the work prescribed in a workmanlike and acceptable manner, including all labor, tools, equipment, supplies, disposal costs/fees and incidentals & appurtenances necessary to complete the work as shown on the Project
Plans.
2.1 BASIS OF PAYMENT
A. Per unit bid item(s) shall be paid per unit bid and shall include the following items, which price and payment shall be full compensation for all materials, labor, equipment, disposal costs/fees and incidentals necessary to perform the work.
B. Lump sum bid item(s) shall be paid at the lump sum bid and shall include the following items, which price and payment shall be full compensation for all materials, labor, equipment disposal costs/fees and incidentals necessary to perform the work. No deduction will be made nor will any increase be made in the lump sum bid amount regardless of decreases or increases in the final total contract amount or for any other cause.
2.2 PAY ITEM
“STRUCTURE DEMOLITION AND ENCAPSULATION”, per lump sum.
END OF SECTION
SUMMARY OF QUANTITIES QUANTITY UNITS
1 LS
CONSTRUCTION LAYOUT 1 LS
QUALITY CONTROL 1 LS
SILT FENCE 1820 LF
LS
300 LF
1 LS
INCIDENTAL STONE UPPER SITE 1000 TN
UTILITIES DIRECT BILL TO WVDEP
SITE PREPARATION 1 LS
MOBILIZATION & DEMOBILIZATION
TECHNICAL SPECIFICATION(S)
1-1 3-1 4-1 5-1 6-2 6-1 6-5, 7-1, 7-4, 10-15 10-15
9-1, 10-13, 10-14 6-3, 6-5, 7-1 5-1, 5-14, 6-1, 6-5
5-6, 9-1
7-1, 7-3
TYPE 1 REVEGETATION 6.25 AC
12-INCH DR11 HDPE DISCHARGE PIPE 1 LS
TUNNEL CONNECTION PIPING 1 LS
BAT GATE 1 LS
STRUCTURE DEMOLITION AND ENCAPSULATION
CONVEYOR TUNNEL VENT PIPE 1
POND 12 REGRADE CHANNEL
12-FOOT VEHICULAR GATE 2 EA
5-5 N/A N/A
NOTE: The quantities shown on the Summary of Quantities represent the amounts as directly measured in the plans. When bidding in WVOASIS the Commodity lines may be different amounts from the plans to accommodate any unforeseen changes in the field. Therefore, always bid on the quantities listed in WVOASIS.
5-2 ROAD MAINTENANCE 1 LS
9-1 PIPE ANCHOR 5 EA
6-5 POND 12 REGRADE 1 LS
6-5 POND 13 REGRADE 1 LS
6-5 SUMP REGRADE 1 LS
INCIDENTAL STONE LOWER SITE 100 TN 7-1, 7-3
5-15
REVISIONS
DATE: ( ):BY: SUMMARY OF QUANTITIES
3-R
TOTAL
SHT. NO.
OFFICE OF SPECIAL RECLAMATION
SCALE: NTS DATE: JUNE 2025
1159 NICK RAHALL GREENWAY
FAYETTEVILLE, WV 25840
OFFICE: 1-304-574-4465
FAX: 1-304-574-4480
Division of Land Restoration
Office of Special Reclamation
West Virginia Department of Environmental ProtectionSTANDARD
DETAILS
ROYAL COAL COMPANY
PERMIT # P-688
FAYETTE COUNTY, WEST VIRGINIA
Approximate Area of Old Prep Plant
Debris Field
Existing Sludge Thickener/Clarifier
Approximate Area of Demolition Encapsulation
Existing Silos
Rail Loading/Unloading Facilities
Pipe to be Buried under Access Road
12-Foot Vehicular Gate
Silt Fence
Log Barricade (Minimum of 3 logs)
LEGEND
Existing Prep Plant Debris
Existing Structures
Approximate Encapsulation Area
Approximate Location of Test Pits
Division of Land Restoration Office of Special Reclamation
West Virginia Department of Environmental Protection
Division of Land Restoration Office of Special Reclamation
West Virginia Department of Environmental Protection
ROYAL COAL COMPANY
PERMIT # P-688
FAYETTE COUNTY, WEST VIRGINIA
NOTE:
All concrete structures and old prep plant debris are to be demolished and broken down to a size not to exceed 4-foot in any direction. All reinforcing steel shall be cut off even with the concrete. All rubble shall be buried in the areas shown and/or within the footprint of the structure and covered with a minimum 12-inches of soil. The entire disturbed area shall be revegetated as per the specifications. Foundations for the existing concrete structures that are below the current existing grade (adjacent ground level) will not be removed nor demolished. These below existing grade portions of the structures shall be left in place as they minimize potential instability of the surrounding area(s).
Structures with earthen material inside shall be excavated to provide cover material prior to placing concrete rubble.
Test Pits showed a layer of +/-1 1/2 -inch crusher run in the rail loading/unloading structures. This material may be utilized by the Contractor to provide road stabilization as needed, so long as deleterious and all metal material is removed.
Downed Timber - All woody material eight (8) inches in diameter and larger shall be stacked adjacent to areas of excavation, situated along the slope if appropriate and placed in piles no larger than four feet high by four feet wide. All woody material smaller than eight (8) inches in diameter shall be chipped and evenly dispersed within the wooded areas adjacent to the limits of disturbance and within the permit area or removed and properly disposed of offsite. No burning is allowed on the site.
NOTE
Property Lines were "Best Fit" from Tax Maps and adjusted per field reconnaissance.
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DEP#4
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DEP#3
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DEP#1
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DEP#2
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REVISIONS
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SHT. NO.
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1159 NICK RAHALL GREENWAY
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FAYETTEVILLE, WV 25840
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LOWER SITE PLAN - DEMOLITION & BURIAL
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TOTAL
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SHT. NO.
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SCALE: 1:40
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DATE: JUNE 2025
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1159 NICK RAHALL GREENWAY
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FAYETTEVILLE, WV 25840
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OFFICE: 1-304-574-4465
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FAX: 1-304-574-4480
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RLP
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RLP
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NLP
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NLP
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DEP#X
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Pond 12
Pond 13
Concrete Conveyor Structure
A
B
B'
C C'
A'
B B'
A
A'
A
A' B C
B' C'
Sump
Upper Conveyor Tunnel Portal
Silt Fence
Silt Fence
Log Barricade
Refuse Area
DISTRICT: 2
MAP: 48
PARCEL: 5
OWNER: USA
CARE OF: NATIONAL PARK SERVICE
DISTRICT: 2
MAP: 40
PARCEL: 11
OWNER: STATE OF WV DEPT OF
COMM DIV OF NAT RES
Division of Land Restoration Office of Special Reclamation
West Virginia Department of Environmental Protection
Division of Land Restoration Office of Special Reclamation
West Virginia Department of Environmental Protection
ROYAL COAL COMPANY
PERMIT # P-688
FAYETTE COUNTY, WEST VIRGINIA
NOTES:
All concrete structures and old prep plant debris are to be demolished and broken down to a size not to exceed 4-foot in any direction. All reinforcing steel shall be cut off even with the concrete. All rubble shall be buried in the areas shown and/or within the footprint of the structure and covered with a minimum 12-inches of soil. The entire disturbed area shall be revegetated as per the specifications. Foundations for the existing concrete structures that are below the current existing grade (adjacent ground level) will not be removed nor demolished. These below existing grade portions of the structures shall be left in place as they minimize potential instability of the surrounding area(s).
Pond 12 - Shall have the embankment and any piping removed. The embankment spoil will be utilized to regrade the pond to drain to Channel and have Channel installed as shown.
Pond 13 - Shall have the embankment and any piping removed. The embankment spoil will be utilized to fill the pond and provide positive drainage as shown.
Sump - Shall have the embankment and any piping removed. The embankment spoil will be utilized to fill the sump and provide positive drainage toward the rock face as shown.
Downed Timber - All woody material eight (8) inches in diameter and larger shall be stacked adjacent to areas of excavation, situated along the slope if appropriate and placed in piles no larger than four feet high by four feet wide. All woody material smaller than eight (8) inches in diameter shall be chipped and evenly dispersed within the wooded areas adjacent to the limits of disturbance and within the permit area or removed and properly disposed of offsite. No burning is allowed on the site.
LEGEND
Existing Structures
Approximate Refuse to be Revegetated
Log Barricade - Minimum of Three (3) Logs each
NOTE
Property Lines were "Best Fit" from Tax Maps and adjusted per field reconnaissance.
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REVISIONS
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SHT. NO.
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OFFICE OF SPECIAL RECLAMATION
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1159 NICK RAHALL GREENWAY
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FAYETTEVILLE, WV 25840
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CHECKED BY:
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DRAWN BY:
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DESIGNED BY:
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UPPER SITE PLAN - RECLAMATION
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TOTAL
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SHT. NO.
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OFFICE OF SPECIAL RECLAMATION
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SCALE: 1:100
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DATE: JUNE 2025
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1159 NICK RAHALL GREENWAY
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FAYETTEVILLE, WV 25840
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OFFICE: 1-304-574-4465
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FAX: 1-304-574-4480
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RLP
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RLP
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NLP
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NLP
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| Applicable Addendum Category: |
| Description of Modification to Solicitation: |
| Terms and Conditions: |
| Addendum #1 ARFQ DEP26-01 (3).pdf |
| Addendum #1 ARFQ DEP26-01 Q&A |
| REVISED - Section 5-14 Conc Struct Removal |
| 3-R - Royal Coal - Summary of Quantities |
| Sheets and Views |
| SUMMARY OF QUANTITIES |
| 5-R - Royal Coal - Lower Site Plan-Demo |
| Sheets and Views |
| Sheet 5 |
| 8-R - Royal Coal - Upper Site Plan - Reclamation |
| Sheets and Views |
| Sheet 8 |
Royal Coal - 7-30-25 Sign-in Sheets
File details come from the government source that posted it. Updated .