REQUEST FOR QUOTATION

Mowing and Weed Eating Service – Southern Dams

ARFQ AGR26*14

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of West Virginia Conservation Agency to establish an open-end contract for mowing and weed eating of the West Virginia Southern Dams (total of 12 Dams). Locations of Dams are in Exhibit B.

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 and on the Pricing Pages.

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 responses.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide Agency 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.

3.1.1 Mowing

3.1.1.1 Cut established grass area as illustrated on Exhibit B

3.1.1.2 Mowing must be performed using a horizontal pattern or parallel to the crest

3.1.1.3 Cut to minimum of three (3) inches to a maximum of five (5) inches in height.

3.1.1.4 Mowing should not be performed during times of wet weather.

3.1.1.5 Mowing must be done during the hours of operations – Monday through Friday (excluding state holidays) 7:00am to 5:30pm or at the discretion of the Project Coordinator.

3.1.1.6 After mowing, Vendor must ensure that grass clippings that have been “clumped” are either blown or racked and bagged and removed from site.

3.1.2 Weed Eating

3.1.2.1 Weed Eating in required areas per Exhibit B.

3.1.2.2 Weed Eating should not be performed during times of wet weather.

3.1.2.3 Weed Eating must be uniformed cut to minimum of three (3) inches to a maximum of five (5) inches in height.

3.1.2.4 Weed Eating must be done during the hours of operation; Monday through Friday (excluding state holidays) 7:00am to 5:50pm or at the discretion of the Project Coordinator.

3.1.2.5 After weed eating, Vendor must ensure the grass clippings that have been “clumped” are either blown or racked and bagged and removed from site.

3.1.3 Equipment

3.1.3.1 Acres must be mowed utilizing at least a 2:1 slope mower with operator supplied by the vendor. The slope associated with sites range from flat ground, 3:1 & 2:1. The Vendor shall furnish all materials, labor and equipment necessary to complete all Construction Services, even if such incidental work is not explicitly included in the Project Plans.

3.1.3.2 Weed Eater with operator supplied by the vendor.

3.1.4 Equipment Transport

3.1.4.1 Milage associated with moving equipment between job sites. Does not include travel from Vendors’ shop to the first site or the last site to Vendor’s shop. Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel cost may be included in the flat fee or hourly rate listed on the Vendor’s bid, but such cost will not be paid by the Agency separately.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price on 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.

4.2 Pricing Pages: Vendor should complete the Pricing Pages by providing unit for the estimated quantities and the spreadsheet will automatically calculate. Vendor should complete the Pricing Pages in their entirety as failure to do so may result in Vendor’s bids being disqualified.

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 electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.

5. ORDERING AND PAYMENT:

5.1 Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, e-mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

5.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. VENDOR DEFAULT:

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

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

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

6.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

6.1.4 Failure to remedy deficient performance upon request.

6.2 The following remedies shall be available to Agency upon default.

6.2.1 Immediate cancellation of the Contract.

6.2.2 Immediate cancellation of one or more release orders issued under this Contract.

6.2.3 Any other remedies available in law or equity.

7. MISCELLANEOUS:

7.1 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.

7.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

7.3 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency’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.

7.4 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: ____________________________

Revised 10/27/2014