Grease Trap Pumping Service - Central Regional Jail

The West Virginia Division of Corrections and Rehabilitation, acting through the Division of Administrative Services on behalf of Braxton County, issued Agency Request for Quote (ARFQ) 0608 DCR2200000051 to procure monthly grease trap pumping services for the Central Regional Jail located at 1255 Dyer Hill Road, Sutton, West Virginia. The solicitation seeks to establish an open-end contract for as-needed pumping services for a 1,500-gallon grease trap, with an estimated annual quantity of twelve service calls (monthly service). Vendors must provide unit cost pricing for each service call using the state-provided Exhibit A Cost Sheet, submit proposals electronically through the wvOASIS system, and demonstrate the capacity to maintain sufficient inventory and fulfill orders within 15 working days of receipt, or 5 working days for emergency calls on an F.O.B. destination basis. The contract award will be made to the vendor submitting the lowest overall total cost that meets all specifications. Critical deadlines include a mandatory pre-bid meeting (failure to attend results in disqualification), a question deadline of September 23, 2021, and a bid due date of September 30, 2021, at 4:00 PM, with bid opening scheduled for October 1, 2021, at 10:00 AM EST. Vendors must acknowledge all addenda using the Addendum Acknowledgement Form, submit a notarized West Virginia Purchasing Affidavit confirming no outstanding monetary obligations to the state or political subdivisions, and accept payment exclusively through electronic funds transfer or P-Card with no additional fees permitted.

The solicitation document does not explicitly identify set-asides for disadvantaged enterprises or designate restrictions on organizational types eligible to respond. No incumbent contractor information or existing infrastructure integration requirements are specified in the available documentation. The contract terms establish a one-year initial period with renewal options for up to three successive one-year periods, contingent upon mutual written consent between the agency and vendor. The successful vendor must provide Builders Risk Insurance equal to 100% of contract value, Commercial General Liability Insurance of $1,000,000 per occurrence, and Automobile Liability Insurance of $1,000,000 per occurrence, with performance and labor/material payment bonds each equal to 100% of contract value required prior to award. No specific contract value or budget range is disclosed in the solicitation materials, and pricing is required to remain firm for the life of the contract with payment issued in arrears only after service delivery and acceptance. The contract is contingent upon legislative appropriation of funds, and the State reserves the right to cancel the agreement immediately for non-conforming work or upon thirty days' written notice for any reason.