Ice Delivery to District Nine Locations

The West Virginia Department of Transportation, Division of Highways, Procurement Division, issued an Agency Request for Quote (ARFQ 0803 DOT2600000016) on September 4, 2025, for an open-end ice delivery contract to serve District Nine locations across five counties, including Greenbrier County. The procurement seeks a vendor to supply bagged ice in two sizes (10,000 bags of #10-pound bags and 10,000 bags of #7-pound bags), provide ice chest rental services for twelve mandatory locations on an annual basis, and deliver these items across 14,916 miles of service territory. The vendor must offer unit pricing for bagged ice per bag, ice chest rental per year, delivery fees per mile, and credit card transaction fees not to exceed 4 percent per transaction. Standard deliveries must be completed within seven working days of order receipt at no additional charge, while emergency deliveries are required within two working days. Prospective vendors must be registered with the West Virginia Purchasing Division and in good standing with the West Virginia Secretary of State, Tax Department, and Workers' Compensation and Unemployment Insurance programs, and they must maintain Commercial General Liability Insurance of at least $1,000,000 per occurrence and Automobile Liability Insurance of at least $500,000 per occurrence. The contract period is one year, effective July 1, 2025, through June 30, 2026, with renewal options for up to three additional successive one-year periods subject to mutual written consent. Sealed bids are due on September 11, 2025, at 10:30 AM EST, submitted through wvOASIS, hand delivery, mail, or fax to 304-558-0047, with technical questions due in writing by September 9, 2025, at 10:00 AM EST to DOTPROCUREMENTTECHQUES@WV.GOV. The award will be made to the lowest responsible bidder meeting all mandatory requirements.

The procurement does not specify set-aside designations for disadvantaged enterprises or restrictions limiting bidder eligibility beyond standard registration and compliance requirements. No incumbent vendors or current contractors are identified in the solicitation documents. The vendor must carry sufficient inventory to fulfill all contract obligations and is prohibited from charging minimum delivery or stock penalties. Quarterly reports detailing purchases by agency and annual summaries are required as part of contract administration. Failure to deliver to any mandatory location will result in bid disqualification. While specific award values or budget ranges are not provided in the available documentation, the scope of deliverables—10,000 bags each of two ice sizes, twelve ice chest annual rentals, and 14,916 miles of delivery service—provides a basis for vendors to estimate potential contract value. Additional information or clarification regarding the solicitation can be obtained from James F. Moffatt, the buyer, at 304-414-0815 or james.f.moffatt@wv.gov.