Specifications and Pricing Page.pdf
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- Attached to
- Grave Creek Adena Mound Mowing Services
- Solicitation number
- ARFQ 0304 TOR2600000018 1
- Issued by
- Mingo County, West Virginia
About this file
This Request for Quotations is issued by the West Virginia Department of Tourism on behalf of the Grave Creek Mound Archeological Complex to establish a contract for seasonal mowing, trimming, and grounds maintenance services at the Grave Creek Adena Mound and associated areas located at 801 Jefferson Avenue, Moundsville, West Virginia. The solicitation requires vendors to provide mowing services from May 1, 2026, through October 31, 2026, with monthly mowing for the Adena Mound (minimum six visits) and bi-weekly mowing for general and hillside areas (first and third weeks of each month), plus additional storm debris cleanup services as directed by agency staff. The RFQ was issued on April 15, 2026, with a submission deadline of April 22, 2026, at 12:00 PM ET via email to Mary Kemper at Mary.R.Kemper@wv.gov. Questions must be submitted by April 17, 2026, at 12:00 PM ET, with answers provided by 4:00 PM ET the same day. The contract may be renewed by written agreement for up to three consecutive additional terms beyond the initial period.
Vendors must submit a lump sum bid for three separate service categories: General & Hillside Area Mowing (multiplied by 12 visits), Adena Mound Mowing (multiplied by 6 visits), and Storm Call Clean-up (multiplied by 6 visits), with award going to the lowest overall total cost meeting all specifications. Vendors must demonstrate five successful lawn or landscaping services completed within the past three years and must have a designated contract manager available during normal business hours. All equipment, gas, labor, and travel costs must be included in the bid price with no separate reimbursement. Critical service requirements include maintaining grass at approximately two inches on the Adena Mound using only lightweight string trimmers to protect the archaeological site, maintaining general areas at 2.5 to 3.5 inches, preventing erosion and soil disturbance, avoiding mowing when soil is saturated, and performing complete cleanup including removal of debris and limbs up to four inches in diameter during each service visit. The vendor is responsible for repair of any turf damage at no cost to the agency.
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Other files
| File | Type | Posted |
|---|---|---|
| Terms and Conditions.pdf | ||
| Purchasing Affidavit.pdf | ||
| WV96.pdf | ||
| Final_ARFQ_0304_TOR2600000018_1_WV_ARFQ_FORM.PDF |
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Text version
REQUEST FOR QUOTATIONS
West Virginia Department of Tourism - Grave Creek
Adena Mound Mowing Services
ARFQ TOR2600000018
Issued by:
The West Virginia Department of Tourism
1900 Kanawha Boulevard, East State Capitol Complex, Building 9, Suite 106
Charleston, WV 25305
Date Issued: April 15, 2026
Solicitation Closes: April 22, 2026
SPECIFICATIONS
1. PURPOSEANDSCOPE: TheWestVirginiaDepartmentofTourism(Agency)issolicitingbidson behalfoftheGraveCreekMoundArcheologicalComplex("GCMAC")toestablishacontractforthe seasonalmowing,trimming,andassociatedgroundsmaintenanceservicesfortheGraveCreekAdena Mound and all general and hillside areas within the Grave Creek MoundArchaeologicalComplex located at 801 Jefferson Avenue, Moundsville, West Virginia.
2. DEFINITIONS: The definitions provided below will have the meanings specified. Further definitions are available in Section 2 of the General Terms and Conditions.
2.1 “Contract Services” means the delivery of mowing maintenance services for the Grave Creek Adena Mound as more fully described in these specifications.
2.2 “PricingPage”meansthepages,containedwvOASISorattachedheretoasExhibitA,upon which Vendor should list its proposed price for the Contract Services.
2.3 “Grave Creek Adena Mound" means an Adena Adena Mound, 59 feet high and approximately 300 feet in circumference, located at GCMAC, 801 Jefferson Avenue, in Moundsville, West Virginia.
2.4 “General and Hillside Areas” means all other areas besides the Adena Adena Mound, includingpicnicareahillsides,visitoruselawnareas,perimeterturf,slopedmaintainedareas, and other grass areas within the fenced complex..
3. QUALIFICATIONS: Vendor,orVendor’sstaff,ifrequirementsareinherentlylimitedtoindividuals rather than corporate entities, shall have the following minimum qualifications:
3.1.Vendormusthavecompletedfive(5)successfullawnand/orlandscapingservicesinthepast three(3)years.ReferencetoindicatecompletionofservicesmayberequestedbytheAgency prior to award.
4. MANDATORY REQUIREMENTS:
4.1. Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.
4.1.1 Mowing Services - General
4.1.1.1VendorshallprovideMowingServicesfromMay1,2026,toOctober31, 2026, during the Contract Period.
4.1.1.2 Mowing Services for the Adena Adena Mound
4.1.1.3 Mowing Services and clean-up for the generaland hillside areas
4.1.1.4 All Adena Mowing Services will be performed using "string-line" or "weed-eater" trimmers. Vendor is responsible for providing all equipment, gas, and labor for the Mowing Services.
4.1.2 Mowing Services - Adena Adena Mound
4.1.2.1 Mowingshallbeconductedtopreventerosionandprotectthestructural integrity of the Adena Adena Mound.
4.1.2.2GrassshallNOTbecutbelowapproximatelytwo(2)inchesontheAdena Adena Mound.
4.1.2.3 Only lightweight string trimmers suitable for slopes shall be used for trimming the Adena Mound to protect the historical site.
4.1.2.4 Vendor shall avoid rutting, scalping, orsoil disturbance.
4.1.2.5 Mowing shall not occur when soil conditionsare saturated.
4.1.2.6 Vendorisresponsibleforallcleanupafterprovidingthemowingservices followingeachmow.Indicatedservicesshallinclude,butnotbelimited to, keeping the Adena Mound stepsclearofgrass,treelimbs,orother debris.
4.1.3 Mowing Services - General and Hillside Areas
4.1.3.1 All non-Adena Mound turf areas shall bemaintainedatapproximately
2.5 to 3.5 inches in height.
4.1.3.2 Areas shall be free of scalping, rutting,or missed strips.
4.1.3.3 Clippings shall be dispersed to prevent piles or windrows.
4.1.3.4 TheVendorshalltrimaroundsigns,fences,benches,structures,andsite features.
4.1.4 Debris, Limb, and Litter Removal
4.1.4.1 TheVendorshallremovevegetativedebrisfromallmowingareasduring each service visit, including branches, limbs, storm debris, and litter.
4.1.4.2 Limbs up to four (4) inches in diameter areincluded in routine service.
4.1.4.3 Largerlimbsshallbemovedtoadesignatedstagingareaasdirectedby Agency staff.
4.1.4.4 The Adena Mound steps and public areas shall be kept clear of grass, limbs, and debris.
5. ACCESS AND SITE SECURITY
5.1. The facility is open to the public Tuesday through Saturday.
5.2. TheVendorshallcoordinatesiteaccesswithAgencystaffandshallnotretainpermanent site keys unless authorized.
5.3. All gates accessed for mowing shall be secured and locked upon completion of services.
6. SERVICE FREQUENCY
6.1. MowingServicesfortheAdenaMoundshallbeconductedmonthlyduringtheContract Period for a minimum of six (6) months.
6.2. MowingforGeneralandHillsideAreaisexpected onthefirst(1st)andthird(3rd)week of every month.
6.3. Additional visits for storm debris or cleanup shall be performed when directed by the Agency.
7. QUALITY STANDARDS
7.1. The site shall present a neat, uniform, park-quality appearance at all times.
7.2. No grass shall exceed specified height ranges.
7.3. No visible debris, limbs, or litter shall remain after service.
7.4. No rutting, scalping, or turf damage shall occur.
8. DAMAGE RESPONSIBILITY
8.1. Vendor shall beresponsiblefortherepairofturfdamage,rutting,ordisturbancecaused by mowing operations.
8.2. Repairs shall restore original grade and turf cover at no cost to the Agency.
9. CONTRACT AWARD:
9.1.Contract Award: TheContractisintendedtoprovidetheAgencywithapurchase price for the Contract Services. The Contract shall be awarded to theVendorthat provides the Contract Services meeting the required specifications, at the lowest overall total cost, as shown on the Pricing Pages.
ThiscontractmayberenewedbythewrittenagreementoftheVendorandAgencyup to three consecutive additional terms.
9.2PricingPage: VendorshouldcompletethePricingPagebyenteringtheirbidwhere indicatedonthePricingPageandsigningthePricingPage.Vendorshouldcomplete the Pricing Page in full, as failure to complete the PricingPageinitsentiretymay result in the Vendor’s bid being disqualified.
10. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency.IntheeventthatthisContractisdesignatedasanopen-endcontract,Vendorshallperformin accordance with the release orders that may be issued against this Contract.
11. PAYMENT: Agency shall pay a flat fee, as shown on the Pricing Pages,forallContractServices performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia. Payment shall be made only for services satisfactorilyrenderedandaccepted,inaccordancewiththepaymentproceduresoftheStateofWest Virginia. Travel,lodging,andincidentalexpensesshallbeincludedinthebidpriceandshallnotbe reimbursed separately.
12. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associatedwithperformanceofthisContract.Anyanticipatedmileageortravelcostsmaybeincluded in the Flat Fee listed on the Vendor’s bid, but such costs will not be paid by Agency separately.
13. VENDOR DEFAULT:
13.1. The following shall be considered Vendor default under this Contract.
13.1.1. Failure to perform ContractServicesinaccordancewiththerequirements contained herein.
13.1.2. Failure to comply with other specifications and requirements contained herein.
13.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.
13.1.4. Failure to remedy deficient performance upon request.
13.2. The following remedies shall be available toAgency upon default.
13.1.5. Immediate cancellation of the Contract.
13.1.6. Immediate cancellation of one or more release orders issued under this Contract.
13.1.7. Any other remedies available in law or equity.
14. INDEMNIFICATION: Vendor shall indemnify, defend, and hold harmless the State of West Virginia, theAgency,andtheirofficers,employees,andagentsfromandagainstanyandallclaims, damages,losses,liabilities,costs,andexpenses,includingreasonableattorneyfees,arisingoutofor resulting from Vendor’s performance of the Contract, including but not limited to bodily injury, property damage, or failure to comply with applicable laws or regulations.
15. FORCE MAJEURE: Neither party shall be liable for delays orfailuresinperformanceresulting fromcausesbeyondreasonablecontrol,includingbutnotlimitedtoactsofGod,weatherevents,fire, flood,governmentaction,orotherunforeseeableevents.VendorshallpromptlynotifytheAgencyof any such occurrence.
16. COMPLIANCE WITH LAW: Vendor shall comply with all applicable federal, state, and local laws, rules, regulations, licensing requirements, and safety standards.
17. MISCELLANEOUS:
17.1.Questions:AnyquestionssubmittedconcerningtheRFQmustbereceived nolater than April 17, 2026,at12pmET.QuestionsmustbesubmittedviaemailtoMary Kemper atMary.R.Kemper@wv.gov.
17.2.Answerswillbeprovidedviathewebsite(https://wvtourism.com/purchasing/)toall vendors no later than April 17, 2026, at 4 pm ET.
17.3. Bid Submissions: Bids must be submitted by April 22, 2026,at12pmviaemailto Mary Kemper atMary.R.Kemper@wv.gov.
mailto:Mary.R.Kemper@wv.gov mailto:Mary.R.Kemper@wv.gov
17.4.ContractManager:Vendorshalldesignateaprimarycontractmanagerauthorizedto actonbehalfoftheVendor.Thecontractmanagermustbeavailableduringnormal businesshoursandduringeventoperations.VendorshouldlistitsContractmanager and his or her contact information below.
Contract Manager: __________________________________
Telephone Number: _________________________________
Email Address: ____________________________________
EXHIBIT "A" PRICING PAGE
Mowing Services during the Contract Period as specified:
Lump Sum Cost per General & Hillside Area Mow: $ _________ x 12 = __________ Total
Lump Sum Cost per Adena Adena Mound Mow: $ __________ x 6 = $___________ Total
Lump Sum Cost per Storm Call Clean up: $ _________ x 6 = $_________________ Total
Vendor's Total Bid: $ _______________________ Add Totals Together
IherebycertifythatIhavereadandunderstoodtheattachedSpecificationsalongwiththeAgency Terms and Conditions (TCA) associated with the Contract.
Signature: ______________________________________________
Vendor Name:___________________________________________
Title: _____________________________________________
Date: ________________
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