ADDENDUM_4: CRAFCO ROADSAVER 221 or EQUAL - RFQ CANCELLATION

This procurement opportunity, issued by the West Virginia Department of Administration Purchasing Division on behalf of the Division of Highways District Three, sought to establish an open-end contract for the supply of Crafco RoadSaver 221 Hot-Poured Seal & Crack Filler or an equivalent hot-applied asphalt-based crack sealer and filler product. The solicitation, numbered CRFQ 0803 DOT1800000043, requested 100,000 pounds of material to be supplied in individual boxes of 50 pounds or less on a continuous, as-needed basis with no guaranteed minimum purchase volume. The product was required to meet ASTM D6690 (AASHTO M324) Type II specifications, including performance standards for cone penetration, flow, softening point, resilience, and bond strength, with vendors permitted to propose equal merchandise if accompanied by complete manufacturer's literature demonstrating compliance with all mandatory requirements. Delivery was required within 10 working days of order receipt to the Division of Highways District Three Heavy Maintenance Headquarters at 1685 Mill Run Road, Parkersburg, West Virginia 26101, on an F.O.B. destination basis with delivery costs included in the bid price. Award was to be made to the vendor providing contract items meeting required specifications at the lowest overall total cost based on a unit price per pound calculation. Technical questions were due by 2:00 p.m. on November 17, 2017, with the original solicitation closing date of November 30, 2017, subsequently extended through multiple addenda to December 21, 2017, at 1:30 p.m. EST; however, the solicitation was ultimately cancelled via Addendum 4 on December 14, 2017.

West Virginia Code 5A-3-37 vendor preference considerations were available to qualifying resident vendors, veteran vendors, and certified small, women-owned, or minority-owned businesses, with preference percentages ranging from 2.5 percent to 5 percent depending on residency, employment, and certification status. Three suggested vendors were identified in the solicitation: DJL Materials (Akron, Ohio), P&T Products, Inc. (Sandusky, Ohio), and W.R. Meadows, Inc. (Hampshire, Illinois). Bidders were required to certify compliance with the West Virginia Purchasing Affidavit, confirming they were not in monetary default to the state or its political subdivisions, and to complete the Disclosure of Interested Parties form required under West Virginia Code 6D-1-2 for contracts with an estimated value of $100,000 or more. The maximum budgeted amount for this open-end contract was $40,000.00, with payment to be made by purchase card for all delivered items. Vendors were required to maintain sufficient inventory to fulfill contract obligations, designate a primary contract manager available during normal business hours, and provide quarterly reports and annual summaries documenting purchases. The solicitation was cancelled entirely on December 14, 2017, via Addendum 4, resulting in no contract award under this procurement number.