ARFQ DOT2700000006 - Solicitation Documents.pdf
PDF 820 KB Posted
- Attached to
- Tree and Arborist Services
- Solicitation number
- ARFQ 0803 DOT2700000006 1
- Issued by
- Kanawha County, West Virginia
About this file
Summary
This is a solicitation document for Tree and Arborist Services issued by the West Virginia Department of Transportation (WVDOT) Division of Highways, establishing a multi-vendor award, open-end contract for right-of-way maintenance services statewide. The solicitation requests pricing for 119 contract items encompassing traffic control services (pilot trucks, devices, flaggers, arrow boards), labor categories (crew foremen/climber specialists, equipment operators, general laborers), specialized equipment (aerial devices, excavators, chippers, grinders, mowers), equipment attachments (disc mulchers, grapples, boom mowers, brush cutters), and debris disposal services. Vendors must bid all traffic control items or face disqualification, and may bid on any or all West Virginia districts and counties. The technical question deadline is July 29, 2026, at 10:00 AM EST, with bid opening scheduled for August 6, 2026, at 10:30 AM EST. The contract includes an initial term with potential renewal options, and vendors are responsible for site assessments, traffic control compliance per Manual on Temporary Traffic Control for Streets and Highways, and adherence to OSHA standards 1910.269(r), 1926.950(a)(3)(i), and ANSI Z133-2026 safety standards.
Pricing must be submitted on the provided Attachment A pricing pages with unit prices for each contract item, and all bids are firm for 90 days following bid opening. The contract is an open-end purchase agreement with no guaranteed quantities, and contract awards will be made to all qualified responsible vendors meeting mandatory requirements, with individual project selections based on lowest overall total cost using vendor-provided site assessment estimates. Vendors must maintain commercial general liability insurance of $1,000,000 per occurrence and automobile liability insurance of $1,000,000 per occurrence, and workers' compensation insurance as required by law. The vendor is responsible for all mobilization costs, equipment, labor, supervision, traffic control, debris disposal, and property damage repairs. Emergency work orders are compensated at 1.5 times the bid price with a six-hour response requirement. Vendors must accept payment via electronic funds transfer or P-Card, and invoicing requires ADO numbers, daily reporting signatures from WVDOT engineers, and work completion verification prior to payment processing.
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Other files
| File | Type | Posted |
|---|---|---|
| Final_ARFQ_0803_DOT2700000006_1_WV_ARFQ_FORM.PDF | ||
| ARFQ DOT2700000006 - ATT A Pricing Pages.xlsx | XLSX spreadsheet |
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Text version
Date Printed: Jul 22, 2026 Page 1 FORM ID: WV-PRC-ARFQ-002 2020/05
State of West Virginia Agency Request for Quote
Highways
2026-07-22
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: Jul 22, 2026 Page 2 FORM ID: WV-PRC-ARFQ-002 2020/05
ADDITIONAL INFORMATION
VARIOUS AGENCY
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AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
1 Traffic Control - Pilot Truck and Driver 0.00000 DAY
Date Printed: Jul 22, 2026 Page 3 FORM ID: WV-PRC-ARFQ-002 2020/05
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No City WV No City WV
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2 Traffic Control - Devices 0.00000 UNIT
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No City WV No City WV
3 Traffic Control - Traffic Flagger 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 4 FORM ID: WV-PRC-ARFQ-002 2020/05
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4 Traffic Control - Arrow Board 0.00000 DAY
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No City WV No City WV
5 Crew Foreman/Climber Specialist 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 5 FORM ID: WV-PRC-ARFQ-002 2020/05
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6 Equipment Operator 0.00000 HOUR
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7 General Laborer 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 6 FORM ID: WV-PRC-ARFQ-002 2020/05
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8 Debris Disposal 0.00000 CY
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No City WV No City WV
9 Altec MT66-E76 Articulating Aerial Device 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 7 FORM ID: WV-PRC-ARFQ-002 2020/05
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10 Altec MT66-E76 - First Mile Mobilization 0.00000 MILE
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No City WV No City WV
11 Altec MT66-E76 - Additional Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 8 FORM ID: WV-PRC-ARFQ-002 2020/05
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12 Aerial Bucket Truck 0.00000 HOUR
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No City WV No City WV
13 Aerial Bucket Truck - First Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 9 FORM ID: WV-PRC-ARFQ-002 2020/05
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14 Aerial Bucket Truck - Additional Mile Mobilization
0.00000 MILE
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No City WV No City WV
15 Grapple Truck 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 10 FORM ID: WV-PRC-ARFQ-002 2020/05
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16 Grapple Truck - First Mile Mobilization 0.00000 MILE
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17 Grapple Truck - Additional Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 11 FORM ID: WV-PRC-ARFQ-002 2020/05
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No City WV No City WV
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18 Excavator, Mini/Compact 0.00000 HOUR
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AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
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19 Excavator, Mini/Compact - First Mile Mobilization
0.00000 MILE
Date Printed: Jul 22, 2026 Page 12 FORM ID: WV-PRC-ARFQ-002 2020/05
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20 Excavator, Mini/Compact - Additional Mile Mobilization
0.00000 MILE
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AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
21 Excavator - Standard, Wheeled 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 13 FORM ID: WV-PRC-ARFQ-002 2020/05
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22 Excavator - Standard, Wheeled - First Mile Mobilization
0.00000 MILE
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No City WV No City WV
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23 Excavator - Standard, Wheeled - Additional Mile Mobilization
Date Printed: Jul 22, 2026 Page 14 FORM ID: WV-PRC-ARFQ-002 2020/05
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24 Excavator - Large 0.00000 HOUR
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25 Excavator - Large - First Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 15 FORM ID: WV-PRC-ARFQ-002 2020/05
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26 Excavator - Large - Additional Mile Mobilization 0.00000 MILE
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No City WV No City WV
27 Excavator - Long Reach 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 16 FORM ID: WV-PRC-ARFQ-002 2020/05
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28 Excavator - Long Reach - First Mile Mobilization
0.00000 MILE
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No City WV No City WV
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29 Excavator - Long Reach - Additional Mile
Date Printed: Jul 22, 2026 Page 17 FORM ID: WV-PRC-ARFQ-002 2020/05
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30 Jarraff - All Terrain 0.00000 HOUR
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No City WV No City WV
31 Jarraff All Terrain - First Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 18 FORM ID: WV-PRC-ARFQ-002 2020/05
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32 Jarraff All Terrain - Additional Mile Mobilization 0.00000 MILE
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No City WV No City WV
33 Jarraff Mini 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 19 FORM ID: WV-PRC-ARFQ-002 2020/05
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34 Jarraff Mini - First Mile Mobilization 0.00000 MILE
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35 Jarraff Mini - Additional Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 20 FORM ID: WV-PRC-ARFQ-002 2020/05
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No City WV No City WV
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36 Knuckle Boom Crane with Grapple Saw 0.00000 HOUR
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No City WV No City WV
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37 Knuckle Boom Crane with Grapple Saw First
0.00000 HOUR
Date Printed: Jul 22, 2026 Page 21 FORM ID: WV-PRC-ARFQ-002 2020/05
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38 Knuckle Boom Crane with Grapple Saw Addt'l Mile Mobilization
0.00000 HOUR
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No City WV No City WV
39 Single Blade High Reach Power Tree Shear 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 22 FORM ID: WV-PRC-ARFQ-002 2020/05
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40 Single Blade High Reach Tree Shear - First Mile Mobilization
0.00000 MILE
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No City WV No City WV
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41 Single Blade High Reach Tree Shear -Addt'l
Date Printed: Jul 22, 2026 Page 23 FORM ID: WV-PRC-ARFQ-002 2020/05
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42 Skid Steer - Small Frame 0.00000 HOUR
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AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
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43 Skid Steer - Small Frame - First Mile
Date Printed: Jul 22, 2026 Page 24 FORM ID: WV-PRC-ARFQ-002 2020/05
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44 Skid Steer - Small Frame - Additional Mile Mobilization
0.00000 HOUR
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No City WV No City WV
45 Skid Steer - Mid Frame 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 25 FORM ID: WV-PRC-ARFQ-002 2020/05
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46 Skid Steer - Mid Frame - First Mile Mobilization 0.00000 MILE
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47 Skid Steer - Mid Frame - Additional Mile
Date Printed: Jul 22, 2026 Page 26 FORM ID: WV-PRC-ARFQ-002 2020/05
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No City WV No City WV
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48 Slope Mower, Compact Tractor 0.00000 HOUR
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No City WV No City WV
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49 Slope Mower, Compact Tractor - First Mile
Date Printed: Jul 22, 2026 Page 27 FORM ID: WV-PRC-ARFQ-002 2020/05
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50 Slope Mower, Compact Tractor - Additional Mile Mobilization
0.00000 MILE
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No City WV No City WV
51 Spider Lift 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 28 FORM ID: WV-PRC-ARFQ-002 2020/05
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52 Spider Lift - First Mile Mobilization 0.00000 MILE
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No City WV No City WV
53 Spider Lift - Additional Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 29 FORM ID: WV-PRC-ARFQ-002 2020/05
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54 Tracked Feller Buncher 0.00000 HOUR
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No City WV No City WV
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55 Tracked Feller Buncher - First Mile
Date Printed: Jul 22, 2026 Page 30 FORM ID: WV-PRC-ARFQ-002 2020/05
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56 Tracked Feller Buncher - Additional Mile Mobilization
0.00000 MILE
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No City WV No City WV
57 Tree Handler/Harvester 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 31 FORM ID: WV-PRC-ARFQ-002 2020/05
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58 Tree Handler/Harvester - First Mile Mobilization
0.00000 MILE
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No City WV No City WV
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59 Tree Handler/Harvester - Additional Mile
Date Printed: Jul 22, 2026 Page 32 FORM ID: WV-PRC-ARFQ-002 2020/05
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60 Ride On Leaf Blower 0.00000 HOUR
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No City WV No City WV
61 Ride on Leaf Blower - First Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 33 FORM ID: WV-PRC-ARFQ-002 2020/05
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62 Ride on Leaf Blower - Additional Mile Mobilization
0.00000 MILE
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No City WV No City WV
63 Crane Mats 0.00000 UNIT
Date Printed: Jul 22, 2026 Page 34 FORM ID: WV-PRC-ARFQ-002 2020/05
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64 Crane Mats - First Mile Mobilization 0.00000 MILE
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No City WV No City WV
65 Crane Mats - Additional Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 35 FORM ID: WV-PRC-ARFQ-002 2020/05
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No City WV No City WV
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66 Boom Mower Skid Steer Attachment 0.00000 UNIT
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AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
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67 Boom Mower Skid Steer Attachment - First
Date Printed: Jul 22, 2026 Page 36 FORM ID: WV-PRC-ARFQ-002 2020/05
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68 Boom Mower Skid Steer Attachment - Addt'l Mile Mobilization
0.00000 MILE
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No City WV No City WV
69 Brush Cutter Skid Steer Attachment 0.00000 UNIT
Date Printed: Jul 22, 2026 Page 37 FORM ID: WV-PRC-ARFQ-002 2020/05
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AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
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70 Brush Cutter Skid Steer Attachment - First Mile Mobilization
0.00000 MILE
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No City WV No City WV
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71 Brush Cutter Skid Steer Attachment -Addt'l
Date Printed: Jul 22, 2026 Page 38 FORM ID: WV-PRC-ARFQ-002 2020/05
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No City WV No City WV
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72 Excavator Disc Mulcher Attachment Mini Excavator
0.00000 UNIT
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AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
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73 Disc Mulcher Attachment for Mini Excavator - First Mile Mob.
Date Printed: Jul 22, 2026 Page 39 FORM ID: WV-PRC-ARFQ-002 2020/05
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74 Disc Mulcher Attachment for Mini Excavator- Addt'l Mile Mob.
0.00000 MILE
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No City WV No City WV
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75 Excavator Disc Mulcher Attachment Standard Excavator
0.00000 UNIT
Date Printed: Jul 22, 2026 Page 40 FORM ID: WV-PRC-ARFQ-002 2020/05
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No City WV No City WV
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76 Disc Mulcher Attachment for Standard Ex - First Mile Mob.
0.00000 MILE
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No City WV No City WV
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77 Disc Mulcher Attachment for Standard Ex - Addt'l Mile Mob.
Date Printed: Jul 22, 2026 Page 41 FORM ID: WV-PRC-ARFQ-002 2020/05
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No City WV No City WV
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78 Excavator Disc Mulcher Attachment for Large Excavator
0.00000 UNIT
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No City WV No City WV
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79 Disc Mulcher Attachment for Large Ex -First Mile Mob.
Date Printed: Jul 22, 2026 Page 42 FORM ID: WV-PRC-ARFQ-002 2020/05
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80 Disc Mulcher Attachment for Large Ex - Addt'l Mile Mob.
0.00000 UNIT
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No City WV No City WV
81 Grapple Attachment for Standard Excavator 0.00000 UNIT
Date Printed: Jul 22, 2026 Page 43 FORM ID: WV-PRC-ARFQ-002 2020/05
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82 Grapple Attachment for Standard Excavator - First Mile Mob.
0.00000 MILE
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83 Grapple Attachment for Standard Excavator - Addt'l Mile Mob.
Date Printed: Jul 22, 2026 Page 44 FORM ID: WV-PRC-ARFQ-002 2020/05
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No City WV No City WV
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84 Grapple Attachment for Large Excavator 0.00000 UNIT
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No City WV No City WV
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85 Grapple Attachment for Large Excavator - First Mile Mob.
Date Printed: Jul 22, 2026 Page 45 FORM ID: WV-PRC-ARFQ-002 2020/05
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86 Grapple Attachment for Large Excavator - Addt'l Mile Mob.
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87 Brush/Log Chipper with Chip Box (up to 12in diameter logs)
Date Printed: Jul 22, 2026 Page 46 FORM ID: WV-PRC-ARFQ-002 2020/05
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88 Brush/Log Chipper (up to 12in dia.) - First Mile Mob.
0.00000 MILE
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No City WV No City WV
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89 Brush/Log Chipper (up to 12in dia.) - Addt'l Mile Mob.
Date Printed: Jul 22, 2026 Page 47 FORM ID: WV-PRC-ARFQ-002 2020/05
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90 Brush/Log Chipper With Chip Box (whole tree) 0.00000 HOUR
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No City WV No City WV
US US
91 Brush/Log Chipper (whole tree) First Mile
Date Printed: Jul 22, 2026 Page 48 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
92 Brush/Log Chipper (whole tree) Additional Mile Mobilization
0.00000 MILE
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
93 Mulching Mower 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 49 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
94 Mulching Mower - First Mile Mobilization 0.00000 MILE
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
95 Mulching Mower - Additional Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 50 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
96 Horizontal Grinder 0.00000 HOUR
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
97 Horizontal Grinder - First Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 51 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
98 Horizontal Grinder - Additional Mile Mobilization
0.00000 MILE
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
99 Stump Grinder, Tracked 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 52 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
100 Stump Grinder, Tracked - First Mile Mobilization
0.00000 MILE
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
101 Stump Grinder, Tracked - Additional Mile
Date Printed: Jul 22, 2026 Page 53 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
102 Stump Grinder, Walk-behind 0.00000 HOUR
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
103 Stump Grinder, Walk-behind - First Mile
Date Printed: Jul 22, 2026 Page 54 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
104 Stump Grinder, Walk-behind - Additional Mile Mobilization
0.00000 MILE
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
105 Track Chipper 0.00000 HOUR
Date Printed: Jul 22, 2026 Page 55 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
106 Track Chipper - First Mile Mobilization 0.00000 MILE
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
107 Track Chipper - Additional Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 56 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
108 Tub Grinder 0.00000 HOUR
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
109 Tub Grinder - First Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 57 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
110 Tub Grinder - Additional Mile Mobilization 0.00000 MILE
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
111 Chip Van / Trailer 0.00000 UNIT
Date Printed: Jul 22, 2026 Page 58 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
112 Chip Van / Trailer - First Mile Mobilization 0.00000 MILE
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
113 Chip Van / Trailer - Additional Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 59 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
114 Chip Trailer / Lift Truck 0.00000 UNIT
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
115 Chip Trailer / Lift Truck - First Mile Mobilization 0.00000 MILE
Date Printed: Jul 22, 2026 Page 60 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
116 Chip Trailer / Lift Truck - Additional Mile Mobilization
0.00000 MILE
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
117 Gooseneck Dump Trailer 0.00000 UNIT
Date Printed: Jul 22, 2026 Page 61 FORM ID: WV-PRC-ARFQ-002 2020/05
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
118 Gooseneck Dump Trailer - First Mile Mobilization
0.00000 MILE
VARIOUS AGENCY
LOCATIONS
VARIOUS AGENCY
LOCATIONS
AS INDICATED BY ORDER AS INDICATED BY ORDER
No City WV No City WV
US US
119 Gooseneck Dump Trailer - Additional Mile Mobilization
0.00000 MILE
1 TECHINAL QUESTION DEADLINE DUE BY 10:00 AM
EST
2026-07-29
Revised 8/24/2023
INSTRUCTIONS TO VENDORS SUBMITTING BIDS
(Agency Delegated Procurements Only)
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.
2A. PREBID MEETING: The item identified below shall apply to this Solicitation.
[ ] A pre-bid meeting will not be held prior to bid opening
[ ] 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 individual is permitted to represent more than one vendor at the pre-bid meeting. Any individual that does attempt to represent two or more vendors will be required to select one vendor to which the individual’s attendance will be attributed. The vendors not selected will be deemed to have not attended the pre-bid meeting unless another individual attended on their behalf. The required attribution of attendance to a single vendor should be addressed during the pre-bid but may occur at any time deemed appropriate by the Purchasing Division.
An attendance sheet provided at the pre-bid meeting shall serve as the official document verifying 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, phone number, 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.
3. VENDOR QUESTION DEADLINE: Vendors may submit questions relating to this Solicitation to the Agency Contact. Questions must be submitted in writing. All questions must be submitted on or before the date listed below and to the address listed below to be considered. A written response will be published in a Solicitation 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 nonbinding.
Submitted emails should have the solicitation number in the subject line.
Question Submission Deadline:
Submit Questions to:
Email:
4. BID SUBMISSION: All bids must be submitted electronically through wvOASIS or signed and delivered by the Vendor to the Agency on or before the date and time of the bid opening.
Any bid received by the Agency staff is considered to be in the possession of the Agency and will not be returned for any reason.
4A. BID SUBMISSION
A bid that is not submitted electronically through wvOASIS should contain the information listed below on the face of the envelope or the bid may be rejected by the Agency.
SEALED BID:
BUYER:
SOLICITATION NO.:
BID OPENING DATE:
BID OPENING TIME:
FAX NUMBER:
5. ADDENDUM ACKNOWLEDGEMENT: Changes or revisions to this Solicitation will be made by an official addendum issued by the Agency. 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.
07/29/2026 BY 10:00 A.M. EST
DOTPROCUREMENTTECHQUES@WV.GOV
DOTPROCUREMENTTECHQUES@WV.GOV
TREE AND ARBORIST SERVICES
JEROMIE LANHAM
ARFQ DOT2700000006
08/06/2026
10:30 A.M. EST
304-558-0047
6. 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.
7. ALTERNATE MODEL OR BRAND: Unless the box below is checked, any model, brand, or specification listed in this Solicitation establishes the acceptable level of quality only and is not intended to reflect a preference for, or in any way favor, a particular brand or vendor.
Vendors may bid alternates to a listed model or brand provided that the alternate is at least equal to the model or brand and complies with the required specifications. The equality of any alternate being bid shall be determined by the State at its sole discretion. Any Vendor bidding an alternate model or brand should clearly identify the alternate items in its bid and should include manufacturer’s specifications, industry literature, and/or any other relevant documentation demonstrating the equality of the alternate items. Failure to provide information for alternate items may be grounds for rejection of a Vendor’s bid.
[ ] This Solicitation is based upon a standardized commodity established under West Virginia Code § 5A-3-61. Vendors are expected to bid the standardized commodity identified. Failure to bid the standardized commodity will result in your firm’s bid being rejected.
8. EXCEPTIONS AND CLARIFICATIONS: The Solicitation contains the specifications that shall form the basis of a contractual agreement. Vendor shall clearly mark any exceptions, clarifications, or other proposed modifications in its bid. Exceptions to, clarifications of, or modifications of a requirement or term and condition of the Solicitation may result in bid disqualification.
9. REGISTRATION: Prior to Contract award, the apparent successful Vendor must be properly registered with the West Virginia Purchasing Division and must have paid the $125 fee, if applicable.
10. UNIT PRICE: Unit prices shall prevail in cases of a discrepancy in the Vendor’s bid.
11. PREFERENCE: Vendor Preference may be requested in purchases of motor vehicles or construction and maintenance equipment and machinery used in highway and other infrastructure projects. Any request for preference must be submitted in writing with the bid, must specifically identify the preference requested with reference to the applicable subsection of West Virginia Code § 5A-3-37, and must include with the bid any information necessary to evaluate and confirm the applicability of the requested preference. A request form to help facilitate the request can be found at: http://www.state.wv.us/admin/purchase/vrc/Venpref.pdf.
11A. RECIPROCAL PREFERENCE: The State of West Virginia applies a reciprocal preference to all solicitations for commodities and printing in accordance with W. Va. Code § 5A-3-37(b). In effect, if reciprocal preference is requested by a West Virginia resident vendor, non-resident vendors receiving a preference in their home states, will see that same preference granted to West Virginia resident vendors bidding against them in West Virginia. Any request for reciprocal preference must include with the bid any information necessary to evaluate and confirm the applicability of the preference. A request form to help facilitate the request can be found at: http://www.state.wv.us/admin/purchase/vrc/Venpref.pdf.
12. SMALL, WOMEN-OWNED, OR MINORITY-OWNED BUSINESSES: For any solicitations publicly advertised for bid, in accordance with West Virginia Code §5A-3-37and W. Va. CSR § 148-22-9, any non-resident vendor certified as a small, women-owned, or minority-owned business under W. Va. CSR § 148-22-9 shall be provided the same preference made available to any resident vendor. Any non-resident small, women-owned, or minority-owned business must identify itself as such in writing, must submit that writing to the Purchasing Division with its bid, and must be properly certified under W. Va. CSR § 148-22-9 prior to contract award to receive the preferences made available to resident vendors. Preference for a non-resident small, women-owned, or minority owned business shall be applied in accordance with W. Va. CSR § 148-22-9.
13. ELECTRONIC FILE ACCESS RESTRICTIONS: Vendor must ensure that its submission in wvOASIS can be accessed and viewed by the Agency staff immediately upon bid opening. The Agency will consider any file that cannot be immediately access and viewed at the time of the bid opening (such as, encrypted files, password protected files, or incompatible files) to be blank or incomplete as context requires, and therefore unacceptable. A vendor will not be permitted to unencrypt files, remove password protections, or resubmit documents after bid opening to make a file viewable if those documents are required with the bid. A Vendor may be required to provide document passwords or removed access restrictions to allow the Agency to print or electronically save documents provided that those documents are viewable by the Agency prior to obtaining the password or removing the access restriction.
14. NON-RESPONSIBLE: The Purchasing Division Director reserves the right to reject the bid of any vendor as Non-Responsible in accordance with W. Va. Code of State Rules § 148- 1-5.3, when the Director determines that the vendor submitting the bid does not have the capability to fully perform, or lacks the integrity and reliability to assure good-faith performance.”
15. ACCEPTANCE/REJECTION: The State may accept or reject any bid in whole, or in part in accordance with W. Va. Code of State Rules § 148-1-4.5. and § 148-1-6.4.b.”
16. YOUR SUBMISSION IS A PUBLIC DOCUMENT: Vendor’s entire response to the Solicitation and the resulting Contract are public documents. As public documents, they will be disclosed to the public following the bid/proposal opening or award of the contract, as required by the competitive bidding laws of West Virginia Code §§ 5A-3-1 et seq., 5-22-1 et seq., 5G-1- 1 et seq. and the Freedom of Information Act in West Virginia Code §§ 29B-1-1 et seq.
DO NOT SUBMIT MATERIAL YOU CONSIDER TO BE CONFIDENTIAL, A TRADE
SECRET, OR OTHERWISE NOT SUBJECT TO PUBLIC DISCLOSURE.
Submission of any bid, proposal, or other document to the Purchasing Division constitutes your explicit consent to the subsequent public disclosure of the bid, proposal, or document. The Purchasing Division will disclose any document labeled “confidential,” “proprietary,” “trade secret,” “private,” or labeled with any other claim against public disclosure of the documents, to include any “trade secrets” as defined by West Virginia Code § 47-22-1 et seq. All submissions are subject to public disclosure without notice.
GENERAL TERMS AND CONDITIONS:
(Agency Delegated Procurements Only)
1. CONTRACTUAL AGREEMENT: Issuance of an Award Document signed by the Agency and approved as to form by the Attorney General’s office, if required, constitutes acceptance by the State of this Contract made by and between the State of West Virginia and the Vendor.
Vendor’s signature on its bid, or on the Contract if the Contract is not the result of a bid solicitation, signifies Vendor’s agreement to be bound by and accept the terms and conditions contained in this Contract.
2. DEFINITIONS: As used in this Solicitation/Contract, the following terms shall have the meanings attributed to them below. Additional definitions may be found in the specifications included with this Solicitation/Contract.
2.1. “Agency” or “Agencies” means the agency, board, commission, or other entity of the State of West Virginia that is identified on the first page of the Solicitation or any other public entity seeking to procure goods or services under this Contract.
2.2. “Bid” or “Proposal” means the vendors submitted response to this solicitation.
2.3. “Contract” means the binding agreement that is entered into between the State and the Vendor to provide the goods or services requested in the Solicitation.
2.4. “Director” means the Director of the West Virginia Department of Administration, Purchasing Division.
2.5. “Purchasing Division” means the West Virginia Department of Administration, Purchasing Division.
2.6. “Award Document” means the document signed by the Agency that identifies the Vendor as the contract holder.
2.7. “Solicitation” means the official notice of an opportunity to supply the State with goods or services.
2.8. “State” means the State of West Virginia and/or any of its agencies, commissions, boards, etc. as context requires.
2.9. “Vendor” or “Vendors” means any entity submitting a bid in response to the Solicitation, the entity that has been selected as the lowest responsible bidder, or the entity that has been awarded the Contract as context requires.
3. CONTRACT TERM; RENEWAL; EXTENSION: The term of this Contract shall be determined in accordance with the category that has been identified as applicable to this Contract below:
[ ] Term Contract
Initial Contract Term: This Contract becomes effective on and the initial contract term extends until _________________.
Renewal Term: This Contract may be renewed upon the mutual written consent of the Agency, and the Vendor. Any request for renewal should be delivered to the Agency thirty (30) days prior to the expiration date of the initial contract term or appropriate renewal term. A Contract renewal shall be in accordance with the terms and conditions of the original contract. Unless otherwise specified below, renewal of this Contract is limited to ___________________ successive one (1) year periods or multiple renewal periods of less than one year, provided that the multiple renewal periods do not exceed the total number of months available in all renewal years combined. Automatic renewal of this Contract is prohibited.
[ ] Alternate Renewal Term – This contract may be renewed for __________________ successive __________ year periods or shorter periods provided that they do not exceed the total number of months contained in all available renewals. Automatic renewal of this Contract is prohibited. Renewals must be approved by the Vendor and Agency.
Delivery Order Limitations: In the event that this contract permits delivery orders, a delivery order may only be issued during the time this Contract is in effect. Any delivery order issued within one year of the expiration of this Contract shall be effective for one year from the date the delivery order is issued. No delivery order may be extended beyond one year after this Contract has expired.
[ ] Fixed Period Contract: This Contract becomes effective upon Vendor’s receipt of the notice to proceed and must be completed within days.
[ ] Fixed Period Contract with Renewals: This Contract becomes effective upon Vendor’s receipt of the notice to proceed and part of the Contract more fully described in the attached specifications must be completed within _________________ days. Upon completion of the work covered by the preceding sentence, the vendor agrees that maintenance, monitoring, or warranty services will be provided for ________________ year(s) thereafter.
[ ] One Time Purchase: The term of this Contract shall run from the issuance of the Award Document until all of the goods contracted for have been delivered, but in no event will this Contract extend for more than one fiscal year.
one (1) year three (3)
[ ] Construction/Project Oversight: This Contract becomes effective on the effective start date listed on the first page of this Contract, identified as the State of West Virginia contract cover page containing the signatures of the State Agency (or another page identified as __________________________________), and continues until the project for which the vendor is providing oversight is complete.
[ ] Other: See attached.
4. AUTHORITY TO PROCEED: Vendor is authorized to begin performance of this contract on the date of encumbrance listed on the front page of the Award Document unless either the box for “Fixed Period Contract” or “Fixed Period Contract with Renewals” has been checked in Section 3 above. If either “Fixed Period Contract” or “Fixed Period Contract with Renewals” has been checked, Vendor must not begin work until it receives a separate notice to proceed from the State.
The notice to proceed will then be incorporated into the Contract via change order to memorialize the official date that work commenced.
5. QUANTITIES: The quantities required under this Contract shall be determined in accordance with the category that has been identified as applicable to this Contract below.
[ ] Open End Contract: Quantities listed in this Solicitation/Award Document are approximations only, based on estimates supplied by the Agency. It is understood and agreed that the Contract shall cover the quantities actually ordered for delivery during the term of the Contract, whether more or less than the quantities shown.
[ ] Service: The scope of the service to be provided will be more clearly defined in the specifications included herewith.
[ ] Combined Service and Goods: The scope of the service and deliverable goods to be provided will be more clearly defined in the specifications included herewith.
[ ] One Time Purchase: This Contract is for the purchase of a set quantity of goods that are identified in the specifications included herewith. Once those items have been delivered, no additional goods may be procured under this Contract without an appropriate change order approved by the Vendor, Agency, Purchasing Division, and Attorney General’s office.
[ ] Construction: This Contract is for construction activity more fully defined in the specifications.
6. EMERGENCY PURCHASES: The Purchasing Division Director may authorize the Agency to purchase goods or services in the open market that Vendor would otherwise provide under this Contract if those goods or services are for immediate or expedited delivery in an emergency.
Emergencies shall include, but are not limited to, delays in transportation or an unanticipated increase in the volume of work. An emergency purchase in the open market, approved by the Purchasing Division Director, shall not constitute of breach of this Contract and shall not entitle the Vendor to any form of compensation or damages. This provision does not excuse the State from fulfilling its obligations under a One Time Purchase contract.
7. REQUIRED DOCUMENTS: All of the items checked below must be provided to the Agency by the Vendor as specified below.
[ ] LICENSE(S) / CERTIFICATIONS / PERMITS: In addition to anything required under the Section of the General Terms and Conditions entitled Licensing, the apparent successful Vendor shall furnish proof of the following licenses, certifications, and/or permits upon request and in a form acceptable to the State. The request may be prior to or after contract award at the State’s sole discretion.
The apparent successful Vendor shall also furnish proof of any additional licenses or certifications contained in the specifications regardless of whether or not that requirement is listed above.
8. INSURANCE: The apparent successful Vendor shall furnish proof of the insurance identified by a checkmark below on each policy prior to Contract award. The insurance coverages identified below must be maintained throughout the life of this contract.
Thirty (30) days prior to the expiration of the insurance policies Vendor shall provide the Agency with proof that the insurance mandated herein has been continued. Vendor must also provide Agency with immediate notice of any changes in its insurance policies, including but not limited to, policy cancelation, policy reduction, or change in insurers. The apparent successful Vendor shall also furnish proof of any additional insurance requirements contained in the specifications prior to Contract award regardless of whether or not that insurance requirement is listed in this section.
✔ West Virginia Contractor's License (This is only needed if Contract Items numbers 39 and 40 Stump Grinder, Tracked and Stump Grinder, Walk-behind are bid. A specialty classification is needed for stump grinding.)
Vendor must maintain:
[ ] Commercial General Liability Insurance in at least an amount of:
__________________________ per occurrence.
[ ] Automobile Liability Insurance in at least an amount of: ___________________ per occurrence.
[ ] Professional/Malpractice/Errors and Omission Insurance in at least an amount of:
________________________ per occurrence. Notwithstanding the forgoing, Vendor’s are not required to list the State as an additional insured for this type of policy.
[ ] Commercial Crime and Third Party Fidelity Insurance in an amount of:
________________________ per occurrence.
[ ] Cyber Liability Insurance in an amount of: ________________ per occurrence.
[ ] Builders Risk Insurance in an amount equal to 100% of the amount of the Contract.
[ ] Pollution Insurance in an amount of: ___________________ per occurrence.
[ ] Aircraft Liability in an amount of: _________________ per occurrence.
9. WORKERS’ COMPENSATION INSURANCE: Vendor shall comply with laws relating to workers compensation, shall maintain workers’ compensation insurance when required, and shall furnish proof of workers’ compensation insurance upon request.
$1,000,000.00
$1,000,000.00
10. LIQUIDATED DAMAGES: This clause shall in no way be considered exclusive and shall not limit the State or Agency’s right to pursue any other available remedy. Vendor shall pay liquidated damages in the amount specified below or as described in the specifications:
[ ] ______________________ for ______________________
[ ] Liquidated Damages Contained in the Specifications.
[ ] Liquidated Damages Are Not Included in this Contract.
11. ACCEPTANCE: Vendor’s signature on its bid, or on the certification and signature page, constitutes an offer to the State that cannot be unilaterally withdrawn, signifies that the product or service proposed by vendor meets the mandatory requirements contained in the Solicitation for that product or service, unless otherwise indicated, and signifies acceptance of the terms and conditions contained in the Solicitation unless otherwise indicated.
12. PRICING: The pricing set forth herein is firm for the life of the Contract, unless specified elsewhere within this Solicitation/Contract by the State. A Vendor’s inclusion of price adjustment provisions in its bid, without an express authorization from the State in the Solicitation to do so, may result in bid disqualification. Notwithstanding the foregoing, Vendor must extend any publicly advertised sale price to the State and invoice at the lower of the contract price or the publicly advertised sale price.
13. PAYMENT IN ARREARS: Payments for goods/services will be made in arrears only upon receipt of a proper invoice, detailing the goods/services provided or receipt of the goods/services, whichever is later. Notwithstanding the foregoing, payments for software licenses, subscriptions, or maintenance may be paid annually in advance.
14. PAYMENT METHODS: Vendor must accept payment by electronic funds transfer or P- Card. (The State of West Virginia’s Purchasing Card program, administered under contract by a banking institution, processes payment for goods and services through state designated credit cards.)
15. ADDITIONAL FEES: Vendor is not permitted to charge additional fees or assess additional charges that were not either expressly provided for in the solicitation published by the State of West Virginia, included in the Contract, or included in the unit price or lump sum bid amount that Vendor is required by the solicitation to provide. Including such fees or charges as notes to the solicitation may result in rejection of vendor’s bid. Requesting such fees or charges be paid after the contract has been awarded may result in cancellation of the contract.
16. TAXES: The Vendor shall pay any applicable sales, use, personal property or any other taxes arising out of this Contract and the transactions contemplated thereby. The State of West Virginia is exempt from federal and state taxes and will not pay or reimburse such taxes.
17. FUNDING: This Contract shall continue for the term stated herein, contingent upon funds being appropriated by the Legislature or otherwise being made available. In the event funds are not appropriated or otherwise made available, this Contract becomes void and of no effect beginning on July 1 of the fiscal year for which funding has not been appropriated or otherwise made available. If that occurs, the State may notify the Vendor that an alternative source of funding has been obtained and thereby avoid the automatic termination. Non-appropriation or non-funding shall not be considered an event of default.
18. CANCELLATION: The State reserves the right to cancel this Contract immediately upon written notice to the vendor if the materials or workmanship supplied do not conform to the specifications contained in the Contract. The Agency may also cancel any purchase or Contract upon 30 days written notice to the Vendor in accordance with West Virginia Code of State Rules § 148-1-5.2.b.
19. TIME: Time is of the essence with regard to all matters of time and performance in this Contract.
20. APPLICABLE LAW: This Contract is governed by and interpreted under West Virginia law without giving effect to its choice of law principles. Any information provided in specification manuals, or any other source, verbal or written, which contradicts or violates the West Virginia Constitution, West Virginia Code or West Virginia Code of State Rules is void and of no effect.
20A. VENUE: All legal actions for damages brought by Vendor against the State…
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