ARFQ DOT2700000023 - Solicitation Documents.pdf
PDF 760 KB Posted
- Attached to
- FAE BRUSH CUTTER PARTS FOR ED# 132-414
- Solicitation number
- ARFQ 0803 DOT2700000023 1
- Issued by
- Kanawha County, West Virginia
About this file
Summary
This is a Request for Quotation (RFQ) issued by the West Virginia Department of Transportation, Division of Highways, Equipment Division through the West Virginia Purchasing Division for a one-time purchase of FAE Brush Cutter OEM parts or approved equal components. The solicitation covers 42 line items encompassing various parts for a 2018 FAE DMLHY125 brush cutter, including structural components (frame, covers, hoods), hydraulic systems (cylinders, hoses, valves, nipples, elbows), fasteners (screws, bolts, pins, washers, nuts), electrical components (wiring cable, connectors), and lubrication hoses. Total quantities range from 1 to 30 units per item, with the most substantial orders being 30 M14x1.5x30 hex socket head screws and 10 BSPP nipples. The bid submission deadline is October 1, 2026, at 10:30 AM EST, with a technical question deadline of September 23, 2026, by 10:00 AM EST. Bids must be submitted electronically through wvOASIS, by hand delivery, mail, or fax to 304-558-0047. The contract is a one-time purchase that becomes effective upon Award Document issuance and continues until all goods are delivered within one fiscal year. Delivery must occur within five working days of purchase order receipt to the Equipment Division facility in Buckhannon, West Virginia.
Vendors must be authorized FAE parts dealers and may bid either OEM product lines or approved equal alternatives, with certification of compatibility and interchangeability required for equal products. Pricing shall be firm for the contract life, with unit prices prevailing in case of discrepancies. The contract will be awarded to the lowest responsible bidder meeting all mandatory requirements, including proper registration with the West Virginia Purchasing Division and compliance with state tax, workers' compensation, and unemployment insurance requirements. Payment will be made in arrears upon invoice receipt or goods delivery, whichever is later, and vendors must accept payment by electronic funds transfer or P-Card. Delivery is F.O.B. destination, with vendors bearing responsibility for acceptable condition and responsible for core exchanges at fair and reasonable rates. Vendors must maintain commercial general liability insurance of at least $1,000,000 per occurrence and automobile liability insurance of $1,000,000 per occurrence. No pre-bid meeting is required for this solicitation.
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Other files
| File | Type | Posted |
|---|---|---|
| Final_ARFQ_0803_DOT2700000023_1_WV_ARFQ_FORM.PDF | ||
| ARFQ DOT2700000023 - Pricing Page.xlsx | XLSX spreadsheet |
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Text version
Date Printed: Sep 17, 2026 Page:1 FORM ID: WV-PRC-ARFQ-002 2020/05
State of West Virginia Agency Request for Quote
Highways
Proc Folder: 2055665 Reason for Modification:
Doc Description: FAE BRUSH CUTTER PARTS FOR ED# 132-414
Proc Type: Agency Purchase Order
Date Issued Solicitation Closes Solicitation No Version
2026-09-17 2026-10-01 10:30 ARFQ 0803 DOT2700000023 1
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
Jeromie F Lanham 304-720-7383 jeromie.f.lanham@wv.gov
Vendor Signature X FEIN# DATE All offers subject to all terms and conditions contained in this solicitation
Date Printed: Sep 17, 2026 Page:2 FORM ID: WV-PRC-ARFQ-002 2020/05
ADDITIONAL INFORMATION
THE WEST VIRGINIA DEPARTMENT OF TRANSPORTATION - PROCUREMENT DIVISION - SOLICITATION OF A ONE-TIME PURCHASE CONTRACT OF FAE BRUSH CUTTER PARTS FOR ED# 132-414 FOR THE EQUIPMENT DIVISION 0070 PER
THE ATTACHED DOCUMENTS.
QUESTIONS REGARDING THE SOLICITATION MUST BE SUBMITTED IN WRITING TO
DOTPROCUREMENTTECHQUES@WV.GOV PRIOR TO THE QUESTION PERIOD DEADLINE CONTAINED IN THE
INSTRUCTIONS TO VENDORS SUBMITTING BIDS.
*********NOTICE*********
WE DO NOT ACCEPT EMAIL BIDS
MUST USE ONE OF THE FOLLOWING TO SUBMIT A BID:
* UPLOAD TO OASIS
* HAND DELIVERY
* MAIL IN HARD COPY
* FAX TO 304-558-0047
MAKE SURE YOU DOWNLOAD ALL INFORMATION - THE COMPLETE SOLICITATION - PRICING PAGES - SIGN THE PAGES
THAT NEED SIGNED
PLEASE NOTE THAT TO BE AWARDED THIS CONTRACT YOU WILL NEED TO BE REGISTERED WITH WV STATE PURCHASING DIVISION, AND COMPLIANT WITH SEVERAL AGENCIES SUCH AS THE WVSOS, TAX DEPARTMENT, WORKER'S COMPENSATION, AND UNEMPLOYMENT INSURANCE.
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
1 FRAME PART# D132005472-CPL 1.00000 EA
Comm Code Manufacturer Specification Model # 30103618
Extended Description:
FRAME PART# D132005472-CPL
Date Printed: Sep 17, 2026 Page:3 FORM ID: WV-PRC-ARFQ-002 2020/05
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
2 SKID RIGHT HAND PART# D132000510 1.00000 EA
Comm Code Manufacturer Specification Model # 20122827
Extended Description:
SKID RIGHT HAND PART# D132000510
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
3 SKID LEFT HAND PART# D-132000520 1.00000 EA
Comm Code Manufacturer Specification Model # 20122827
SKID LEFT HAND PART# D-132000520
Date Printed: Sep 17, 2026 Page:4 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
4 FRONT COVER PART# D132003952 1.00000 EA
Comm Code Manufacturer Specification Model # 44102907
Extended Description:
FRONT COVER PART# D132003952
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
5 BELT COVER PART# D132011510 1.00000 EA
Comm Code Manufacturer Specification Model # 44102907
BELT COVER PART# D132011510
Date Printed: Sep 17, 2026 Page:5 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
6 COWLING LOGO PART# 500000893 1.00000 EA
Comm Code Manufacturer Specification Model # 55121607
Extended Description:
COWLING LOGO PART# 500000893
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
7 SOCKET HEAD BUTTON SCREWS PART#
904406023
5.00000 EA
Comm Code Manufacturer Specification Model # 31161518
SOCKET HEAD BUTTON SCREWS PART# 904406023
Date Printed: Sep 17, 2026 Page:6 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
8 RELEASE PIN PART# 891000120 1.00000 EA
Comm Code Manufacturer Specification Model # 31161612
Extended Description:
RELEASE PIN PART# 891000120
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
9 SUPPORT FOOT PART# D108000570 1.00000 EA
Comm Code Manufacturer Specification Model # 31162500
SUPPORT FOOT PART# D108000570
Date Printed: Sep 17, 2026 Page:7 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
10 UPPER LIFT PIN PART# 944003001 2.00000 EA
Comm Code Manufacturer Specification Model # 31161612
Extended Description:
UPPER LIFT PIN PART# 944003001
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
11 PIN PART# 500000277 2.00000 EA
Comm Code Manufacturer Specification Model # 31161612
PIN PART# 500000277
Date Printed: Sep 17, 2026 Page:8 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 12 lube hose part# 780000736 1.00000 EA
Comm Code Manufacturer Specification Model # 31161713
Extended Description:
lube hose part# 780000736
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
13 WASHER BONDED PART# P709000055 2.00000 EA
Comm Code Manufacturer Specification Model # 31161833
WASHER BONDED PART# P709000055
Date Printed: Sep 17, 2026 Page:9 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
14 BANJO BOLT PART#720011039 1.00000 EA
Comm Code Manufacturer Specification Model # 31161600
Extended Description:
BANJO BOLT PART#720011039
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
15 NIPPLE M10 PART#780000290 1.00000 EA
Comm Code Manufacturer Specification Model # 40173300
NIPPLE M10 PART#780000290
Date Printed: Sep 17, 2026 Page:10 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
16 SOCKET HEAD PART# 901214062 30.00000 EA
Comm Code Manufacturer Specification Model # 31161637
Extended Description:
SOCKET HEAD PART# 901214062
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
17 PIN PART 500000278 2.00000 EA
Comm Code Manufacturer Specification Model # 31161612
PIN PART 500000278
Date Printed: Sep 17, 2026 Page:11 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
18 REAR HOOD COVER PART# D132000272 1.00000 EA
Comm Code Manufacturer Specification Model # 26101715
Extended Description:
REAR HOOD COVER PART# D132000272
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
19 REAR COVER PART# D132003962 1.00000 EA
Comm Code Manufacturer Specification Model # 26101715
REAR COVER PART# D132003962
Date Printed: Sep 17, 2026 Page:12 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
20 HYD CYLINDER PART# 780000532 2.00000 EA
Comm Code Manufacturer Specification Model # 40173300
Extended Description:
HYD CYLINDER PART# 780000532
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
21 NIPPLE PART# 720010011 10.00000 EA
Comm Code Manufacturer Specification Model # 40173301
NIPPLE PART# 720010011
Date Printed: Sep 17, 2026 Page:13 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
22 HYD HOSE PART# 780000597 4.00000 EA
Comm Code Manufacturer Specification Model # 40142020
Extended Description:
HYD HOSE PART# 780000597
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
23 HYD HOSE PART# 780000118 2.00000 EA
Comm Code Manufacturer Specification Model # 40142020
HYD HOSE PART# 780000118
Date Printed: Sep 17, 2026 Page:14 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
24 DIVERTER VALVE PART# 780000951 1.00000 EA
Comm Code Manufacturer Specification Model # 40141600
Extended Description:
DIVERTER VALVE PART# 780000951
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
25 HEX HEAD SCREW PART# 900506181 2.00000 EA
Comm Code Manufacturer Specification Model # 31161520
HEX HEAD SCREW PART# 900506181
Date Printed: Sep 17, 2026 Page:15 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
26 FLAT WASHER PART# 920106001 6.00000 EA
Comm Code Manufacturer Specification Model # 31161807
Extended Description:
FLAT WASHER PART# 920106001
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
27 WIRING CABLE PART# 400000088 1.00000 EA
Comm Code Manufacturer Specification Model # 26121508
WIRING CABLE PART# 400000088
Date Printed: Sep 17, 2026 Page:16 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
28 WIRING F8 POLE PART# 400000454 1.00000 EA
Comm Code Manufacturer Specification Model # 26121508
Extended Description:
WIRING F8 POLE PART# 400000454
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
29 CABLE ELECTRIC PART# 400000012 1.00000 EA
Comm Code Manufacturer Specification Model # 26120000
CABLE ELECTRIC PART# 400000012
Date Printed: Sep 17, 2026 Page:17 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
30 HYD HOSE 780000773 2.00000 EA
Comm Code Manufacturer Specification Model # 40142000
Extended Description:
HYD HOSE 780000773
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
31 NIPPLE PART# P704000151 4.00000 EA
Comm Code Manufacturer Specification Model # 40173300
NIPPLE PART# P704000151
Date Printed: Sep 17, 2026 Page:18 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
32 90 DEGREE ELBOW PART# P704000383 2.00000 EA
Comm Code Manufacturer Specification Model # 40141700
Extended Description:
90 DEGREE ELBOW PART# P704000383
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
33 90 DEGREE ELBOW PART# 780000774 1.00000 EA
Comm Code Manufacturer Specification Model # 40141700
90 DEGREE ELBOW PART# 780000774
Date Printed: Sep 17, 2026 Page:19 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
34 HYD HOSE PART# 780000747 1.00000 EA
Comm Code Manufacturer Specification Model # 40142000
Extended Description:
HYD HOSE PART# 780000747
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
35 BULKHEAD PART# 720010404 1.00000 EA
Comm Code Manufacturer Specification Model # 32151901
BULKHEAD PART# 720010404
Date Printed: Sep 17, 2026 Page:20 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
36 PLUG PART# P940140100 1.00000 EA
Comm Code Manufacturer Specification Model # 40173500
Extended Description:
PLUG PART# P940140100
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
37 NIPPLE PART# P704000151 2.00000 EA
Comm Code Manufacturer Specification Model # 40173300
NIPPLE PART# P704000151
Date Printed: Sep 17, 2026 Page:21 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
38 FLOW CONTROL VALVE PART# 780001121 1.00000 EA
Comm Code Manufacturer Specification Model # 40141609
Extended Description:
FLOW CONTROL VALVE PART# 780001121
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
39 HEX SOCKET HEAD SCREW PART#
901108169
2.00000 EA
Comm Code Manufacturer Specification Model # 31161518
HEX SOCKET HEAD SCREW PART# 901108169
Date Printed: Sep 17, 2026 Page:22 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
40 FLAT WASHER PART# 920108001 4.00000 EA
Comm Code Manufacturer Specification Model # 31161807
Extended Description:
FLAT WASHER PART# 920108001
INVOICE TO SHIP TO
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
41 SPRING WASHER PART# 920708006 2.00000 EA
Comm Code Manufacturer Specification Model # 31161811
SPRING WASHER PART# 920708006
Date Printed: Sep 17, 2026 Page:23 FORM ID: WV-PRC-ARFQ-002 2020/05
DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS
EQUIPMENT DIVISION RT 33 EQUIPMENT DIVISION
83 BRUSHY ROAD
CROSSING, PO BOX 610
83 BRUSHY FORK RD
CROSSING
BUCKHANNON WV BUCKHANNON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
42 NYLOCK NUT PART# 910608001 2.00000 EA
Comm Code Manufacturer Specification Model # 31161703
Extended Description:
NYLOCK NUT PART# 910608001
SCHEDULE OF EVENTS
Line Event Event Date
1 TECHNICAL QUESTION DEADLINE BY 10:00 AM EST 2026-09-23
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.
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.
http://www.state.wv.us/admin/purchase/vrc/Venpref.pdf 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.
[ ] 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.
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.
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 shall be brought in the West Virginia Claims Commission. Other causes of action must be brought in the West Virginia court authorized by statute to exercise jurisdiction over it.
21. COMPLIANCE WITH LAWS: Vendor shall comply with all applicable federal, state, and local laws, regulations and ordinances. By submitting a bid, Vendor acknowledges that it has reviewed, understands, and will comply with all applicable laws, regulations, and ordinances. Vendor shall notify all subcontractors providing commodities or services related to this Contract that as subcontractors, they too are required to comply with all applicable laws, regulations, and ordinances.
22. ARBITRATION: Any references made to arbitration contained in this Contract, Vendor’s bid, or in any American Institute of Architects documents pertaining to this Contract are hereby deleted, void, and of no effect.
23. MODIFICATIONS: This writing is the parties’ final expression of intent. Notwithstanding anything contained in this Contract to the contrary, no modification of this Contract shall be binding without mutual written consent of the Agency, and the Vendor.
24. WAIVER: The failure of either party to insist upon a strict performance of any of the terms or provision of this Contract, or to exercise any option, right, or remedy herein contained, shall not be construed as a waiver or a relinquishment for the future of such term, provision, option, right, or remedy, but the same shall continue in full force and effect. Any waiver must be expressly stated in writing and signed by the waiving party.
25. SUBSEQUENT FORMS: The terms and conditions contained in this Contract shall supersede any and all subsequent terms and conditions which may appear on any form documents submitted by Vendor to the Agency or Purchasing Division such as price lists, order forms, invoices, sales agreements, or maintenance agreements, and includes internet websites or other electronic documents. Acceptance or use of Vendor’s forms does not constitute acceptance of the terms and conditions contained thereon.
26. ASSIGNMENT: Neither this Contract nor any monies due, or to become due hereunder, may be assigned by the Vendor without the express written consent of the Agency and any other government agency or office that may be required to approve such assignments.
27. WARRANTY: The Vendor expressly warrants that the goods and/or services covered by this Contract will: (a) conform to the specifications, drawings, samples, or other description furnished or specified by the Agency; (b) be merchantable and fit for the purpose intended; and
(c) be free from defect in material and workmanship.
28. STATE EMPLOYEES: State employees are not permitted to utilize this Contract for personal use and the Vendor is prohibited from permitting or facilitating the same.
29. PRIVACY, SECURITY, AND CONFIDENTIALITY: The Vendor agrees that it will not disclose to anyone, directly or indirectly, any such personally identifiable information or other confidential information gained from the Agency, unless the individual who is the subject of the information consents to the disclosure in writing or the disclosure is made pursuant to the
Agency’s policies, procedures, and rules. Vendor further agrees to comply with the
Confidentiality Policies and Information Security Accountability Requirements, set forth in www.state.wv.us/admin/purchase/privacy.
30. 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., and
5G-1-1 et seq. and the Freedom of Information Act 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.
www.state.wv.us/admin/purchase/privacy
31. LICENSING: In accordance with West Virginia Code of State Rules § 148-1-6.1.e, Vendor must be licensed and in good standing in accordance with any and all state and local laws and requirements by any state or local agency of West Virginia, including, but not limited to, the
West Virginia Secretary of State’s Office, the West Virginia Tax Department, West Virginia
Insurance Commission, or any other state…
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