Fuelmaster OEM or equal parts (7020C016)

The West Virginia Department of Transportation, Division of Highways, Equipment Division, in conjunction with Summers County, issued a Central Master Agreement Request for Quotation (CRFQ DOT2000000163) to establish an open-end contract for FuelMaster original equipment manufacturer (OEM) or equivalent parts. The procurement seeks vendors capable of supplying fifteen distinct part items on a continuing basis, including remote error kits, nozzle tags, converters, cables, modules, circuit boards, RFID interfaces, power switches, OBD II components, keypads, card readers, and harnesses, with estimated quantities ranging from 3 to 200 units per item. All contract items must be new and meet or exceed OEM standards in form, fit, and function; vendors bidding equivalent products must provide written manufacturer certification of complete compatibility and interchangeability with the existing FuelMaster automated fuel dispensing, tracking, and reporting system. Standard orders must be shipped within five working days of receipt, while emergency orders must be delivered within one working day during normal business hours. Pricing shall be submitted on the attached Exhibit A pricing page using either a single discount percentage or a single markup percentage applied to vendor catalog unit prices, with the lowest overall total cost determining the award recipient. The vendor question deadline was May 19, 2020, with bids closing on June 3, 2020, at 1:30 PM at the Department of Administration Purchasing Division in Charleston, West Virginia. Invoices and shipments should be directed to the Division of Highways Equipment Division located at P.O. Box 610, 83 Brushy Fork Road Crossing, Buckhannon, West Virginia 26201.

All vendors submitting bids must complete a notarized Purchasing Affidavit affirming that they are not in default on monetary obligations owed to the state or its political subdivisions and that related parties do not owe debts exceeding one thousand dollars in aggregate. Additionally, vendors with an actual or estimated contract value of $1 million or more must submit a completed Disclosure of Interested Parties Form to the West Virginia Ethics Commission prior to contract award, disclosing all subcontractors, entities owning 25 percent or more of the contracting entity (excluding publicly traded companies), and parties that facilitated or negotiated contract terms. No specific set-aside designations for disadvantaged enterprises or other restricted categories are indicated in the available solicitation documents. The solicitation does not identify any incumbent vendors or current contractors, nor does it specify an estimated contract value or budget range. The contract includes provisions for quarterly and annual reporting of purchases, permits catalog updates at renewal dates at the Purchasing Division's discretion, and requires vendors to maintain sufficient inventory to fulfill obligations and designate a primary contract manager available during normal business hours; the procuring agency will pay shipping and crating costs separately and will return unacceptable items at vendor expense with no restocking charges applied.