ARFP_TPK2700000004_Vacuum_Truck_Instructions_to_Vendor.pdf

Revised: 4/1/26

INSTRUCTIONS TO VENDORS SUBMITTING BIDS

1. REVIEW DOCUMENTS THOROUGHLY: The attached documents contain a solicitation for bids.

Please read these instructions and all documents attached in their entirety. These instructions provide critical information about requirements that if overlooked could lead to disqualification of a vendor’s bid.

All bids must be submitted in accordance with the provisions contained in these instructions and the Solicitation. Failure to do so may result in disqualification of Vendor’s bid.

2. MANDATORY TERMS: The Solicitation may contain mandatory provisions identified by the use of the words “must,” “will,” and “shall.” Failure to comply with a mandatory term in the Solicitation will result in bid disqualification.

3. PRE-BID MEETING: The item identified below shall apply to this Solicitation.

[___] A pre-bid meeting will not be held prior to bid opening.

[___] A NON-MANDATORY PRE-BID meeting will be held at the following place and time:

[___] A MANDATORY PRE-BID meeting will be held at the following place and time:

All Vendors submitting a bid must attend the mandatory pre-bid meeting. Failure to attend the mandatory pre-bid meeting shall result in disqualification of the Vendor’s bid. No one person attending the pre-bid meeting may represent more than one Vendor.

An attendance sheet provided at the pre-bid meeting shall serve as the official document verifying attendance. The West Virginia Parkways Authority will not accept any other form of proof or documentation to verify attendance. Any person attending the pre-bid meeting on behalf of a Vendor must list on the attendance sheet his or her name and the name of the Vendor he or she is representing. Additionally, the person attending the pre-bid meeting should include the Vendor’s E-Mail address and Fax number on the attendance sheet. It is the Vendor’s responsibility to locate the attendance sheet and provide the required information. Failure to complete the attendance sheet as required may result in disqualification of Vendor’s bid.

All Vendors should arrive prior to the starting time for the pre-bid. Vendors who arrive after the starting time but prior to the end of the pre-bid will be permitted to sign in but are charged with knowing all matters discussed at the pre-bid.

Questions submitted at least five business days prior to a scheduled pre-bid will be discussed at the pre-bid meeting if possible. Any discussions or answers to questions at the pre-bid meeting are preliminary in nature and are non-binding. Official and binding answers to questions will be published in a written addendum to the Solicitation prior to bid opening.

4. VENDOR QUESTION DEADLINE: Vendors may submit questions relating to this solicitation to the

Purchasing Department. Questions must be submitted in writing. All questions must be submitted on or before the date listed in the solicitation and to the email address purchasing@wvturnpike.com to be considered. A written response will be published as an addendum if a response is possible and appropriate.

Non-written discussions, conversations, or questions and answers regarding this Solicitation are preliminary in nature and are non-binding. Submitted e-mails should have solicitation number in the subject line.

5. VERBAL COMMUNICATION: Any verbal communication between the Vendor and any West Virginia Parkways Authority personnel is not binding, including that made at the mandatory pre-bid conference. Only information issued in writing and added to the Solicitation by an official written addendum by the Purchasing Department is binding.

6. BID SUBMISSION: All bids must be submitted by sealed bid to the Purchasing Department at the address listed below on or before the date and time of the bid closing. All bids must be received in sealed envelope form. Vendors must ensure their bid is signed and delivered before the date and time of the bid closing. Any bid received by the Purchasing Department staff is considered to be in the possession of the Purchasing Department and will not be returned for any reason.

The delivery address is:

West Virginia Parkways Authority

Purchasing Office 374 George Street Beckley, West Virginia 25801

The bid should contain the information listed below on the face of the envelope or the bid may not be considered:

SEALED BID

BUYER:____________________________________________________

SOLICITATION NO.:_________________________________________

BID OPENING DATE:________________________________________

BID OPENING TIME:_________________________________________

The completed delivery must be received by the Purchasing Department prior to the specified date and time for submission of the bid. A vendor choosing to submit a bid or a written change to a bid accepts full responsibility for the delivery and receipt of the bid or change. West Virginia Parkways Authority accepts no responsibility for the unsuccessful and/or incomplete delivery of bids.

In the event that Vendor is responding to a request for proposal, the Vendor shall submit one original technical and one original cost proposal plus ___ convenience copies of each to the Purchasing Department at the address shown above. Additionally, the Vendor should identify the bid type as either a technical or cost proposal on the face of each bid envelope submitted in response to a request for proposal or expression of interest as follows:

BID TYPE: [__] Technical

[__] Cost

7. BID OPENING: Bids submitted in response to this Solicitation are considered sealed and will be opened at the location identified below on the date and time listed below. Delivery of a bid after the bid opening date and time will result in bid disqualification. For purposes of this Solicitation, a bid is considered delivered when received by the West Virginia Parkways Authority Purchasing Department.

Bid Opening Location: West Virginia Parkways Authority Purchasing Department 374 George Street Beckley, West Virginia 25801

8. ADDENDUM ACKNOWLEDGEMENT: Changes or revisions to this Solicitation will be made by an official written addendum issued by the Purchasing Department. Vendor should acknowledge receipt of all addenda issued with this Solicitation by completing an Addendum Acknowledgment Form, 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.

9. BID FORMATTING: Vendor should type or electronically enter the information onto its bid to prevent errors in the evaluation. Failure to type or electronically enter the information may result in bid disqualification.