REQUEST FOR QUOTATION

ARFQ TPK27*7 Extruded Aluminum Sign Panels for WVPA

Revised 12/25

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Parkways Authority Purchasing Department is soliciting bids to establish an open-end contract for extruded aluminum sign panels for use in the manufacturing of highway signing.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Item” or “Contract Items” means the list of items identified in Section

3.1 below.

2.2 “Pricing Pages” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A and used to evaluate the Solicitation Response.

2.3 “Solicitation” means the official notice of an opportunity to supply the West

Virginia Parkways Authority (ARFQ) with goods or services.

2.4 “WVPA” means the West Virginia Parkways Authority.

2.5 “AASHTO” means the American Association of State Highway and Transportation Officials.

2.6 “mm” means millimeters.

2.7 “Standard Specifications” means the West Virginia Division of Highways, Standard Specifications, Roads and Bridges, 2023 Edition, and the latest version of the Supplemental Specifications to the Standard Specifications incorporated into the solicitation as of the bid opening date. The WVDOH Specifications, Standards, and Publications can be viewed at:

https://transportation.wv.gov/specifications-standards-and-publications

2.8 “Standard Details” means the West Virginia Department of Transportation, Division of Highways Standard Details Book, Volume II: Signing, Signals, Lighting, Markings, and ITS dated January 1, 2019 which may be viewed at the following:

https://transportation.wv.gov/standard-details-and-drawings https://transportation.wv.gov/specifications-standards-and-publications https://transportation.wv.gov/standard-details-and-drawings

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide West

Virginia Parkways Authority with the Contract Items listed below on an open-end and continuing basis. Contract Items must meet or exceed the mandatory requirements as shown below.

The Specifications of the RFQ and/or any WVPA Standards referenced in and/or attached to this RFQ may include references to specified recognized “industry standard” specifications which are issued by third parties, such as the American Society for Testing and Materials (ASTM) and the American Association of State Highway and Transportation Officials (AASHTO).

Such Specifications are protected by strict copyright restrictions and cannot be published as part of this RFQ. The ability to access such specifications shall be considered a mandatory requirement for participation in the RFQ process as a Vendor or as a supplier to the Vendor, as applicable.

3.1.1 Material Specifications:

3.1.1.1 The aluminum panels supplied in this contract shall meet the following material specifications, per section 661 of the Standard Specifications:

Extruded aluminum sign panels shall be manufactured of Alloy 6063-T6, ASTM B221. Prior to delivery, all panels shall be given a chemical conversion treatment meeting the requirements of ASTM B449-93 (2022), Class 1 or Class

2. Vendor shall provide applicable manufacturer certifications, mill certifications, certificates of conformance, or other documentation demonstrating compliance with Alloy 6063-T6, ASTM B221, ASTM B449-93 (2022) and the applicable WVDOH Specifications with the first delivery and thereafter upon WVPA’s request.

3.1.1.2 Shape, Size Requirements and Tolerances:

Extruded aluminum sign panels shall be manufactured in 12 inches (305 mm) and 6 inches (152 mm) widths.

12-inch-wide panels shall conform to the dimensional requirements of Extrusion “A” per Standard Detail Sheet

TE7-1.

6-inch-wide panels shall conform to the dimensional requirements of Extrusion “B” per Standard Detail Sheet TE7-1 of the Standard Details.

All panels shall be cut to the lengths specified in each Agency Delivery Order. The WVPA reserves the right to order panels of any length within the range of panel lengths bid by the vendor. Panels may be ordered in lengths from 5 feet through 25 feet, in six-inch increments. Pricing shall be based on the actual linear footage ordered. Cutting, punching, treatment, packaging, and standard delivery shall be included in the unit price. WVPA will pay for the exact linear footage ordered, including half-foot increments. Vendor shall not round ordered lengths to the next whole foot for invoicing purposes.

Per Section 661 of the Standard Specifications, each panel shall be flat and true within ¼ inch tolerance of an 8-foot length, with proportionally greater allowance on longer lengths. Flatness across the face of each panel shall be limited to 0.004 inches per inch of width.

3.1.1.3 Special Punching Requirements for 6-inch panels:

This requirement applies to every 6-inch-wide panel ordered in a length that includes an additional 6 inches beyond a whole foot measurement such as, 7 feet 6 inches, 8 feet 6 inches, or 9 feet 6 inches. On all such panels, the first top and bottom panel stitch bolt hole location on the right end of the panel shall be located 6 inches from the end of the panel and the first top and bottom panel stitch bolt hole location on the left end of the panel shall be located 12 inches from the end of the panel. Reference left and right based on viewing the front sheeting face of the panel. All punching must be included in the unit price.

Except for the special punching requirements in this section, all other panels shall be punched in accordance with Standard Detail Sheet TE7-1.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide the West Virginia

Parkways Authority with unit prices for all Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages. Multiple awards will not be considered.

4.2 Pricing Pages: Vendor shall complete the Pricing Pages in their entirety by entering a unit price for every contract item in wvOASIS. Failure to provide a unit price for every Contract Item shall result in disqualification of the bid.

Quantities listed are estimates only for bidding purposes. The awarded vendor will be required to provide the actual quantity needed whether more or less than the estimate.

The Pricing Pages contain a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should type or enter electronically the information into the Pricing Pages, if available, or as an electronic document.

5. ORDERING AND PAYMENT:

5.1 Ordering: Vendor shall accept orders through regular mail, facsimile, email or any other written form of communication. Vendor may, but is not required to, accept online orders through a secure internet ordering portal/website. If Vendor has the ability to accept online orders, it should include in its response a brief description of how the West Virginia Parkways Authority may utilize the online ordering system.

Vendor shall ensure that its online ordering system is properly secured prior to processing West Virginia Parkways Authority orders online.

5.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the West Virginia Parkways Authority. Vendor shall submit an invoice after all products have been delivered and accepted to purchasing@wvturnpike.com. If unable to email the invoice, it can be mailed to the Accounts Payable Department at 3310 Piedmont Rd. Charleston, WV 25306.

6. DELIVERY AND RETURN:

6.1 Delivery Time: Vendor shall deliver orders totaling 4,000 linear feet or less, regardless of the combination of Items 1 and 2, within 64 calendar days after receipt of the Agency Delivery Order. For orders exceeding 4,000 linear feet, Vendor shall deliver at least 4,000 linear feet within the initial 64-calendar-day period and shall deliver the remaining quantity within an additional 64 calendar days. The delivery periods stated in this section are mandatory maximum delivery times.

6.2 Late Delivery: The West Virginia Parkways Authority entity placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to the West Virginia Parkways Authority will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any West Virginia Parkways Authority entity seeking to obtain items from a third party under this provision must first obtain approval of the Purchasing Department.

6.3 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. destination to the West Virginia Parkways Authority’s central location at 374 George St.

Beckley, WV 25801. Vendor shall include the cost of standard order delivery charges in its bid pricing/discount and is not permitted to charge the West Virginia Parkways Authority separately for such delivery. The West Virginia Parkways Authority will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice. An order shall qualify as an emergency order only when designated as such in writing by the WVPA Purchasing Department before shipment.

6.4 Return of Unacceptable Items: If the West Virginia Parkways Authority deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the West Virginia Parkways Authority to arrange for the return and reimburse West Virginia Parkways Authority for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the West Virginia Parkways Authority with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the West Virginia Parkways Authority’s location. The returned product shall either be replaced, or the West Virginia Parkways Authority shall receive a full credit or refund for the purchase price, at the West Virginia Parkways Authority’s discretion.

6.5 Return Due to West Virginia Parkways Authority Error: Items ordered in error by the West Virginia Parkways Authority will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7. VENDOR DEFAULT:

7.1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the

Contract Items provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to West Virginia Parkways Authority upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more Agency Delivery Orders issued under this Contract.

7.2.3 Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

8.2 Vendor Supply: Vendor shall maintain sufficient material availability, production capacity, and delivery capability to meet the delivery requirements of this Contract.

By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

8.3 Reports: Vendor shall provide quarterly reports and annual summaries to the West

Virginia Parkways Authority showing the West Virginia Parkways Authority’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

8.4 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract Manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract Manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________