Mt. Olive UTV

The State of West Virginia Department of Homeland Security, Division of Administrative Services, issued an Agency Request for Quote (ARFQ) on April 26, 2022, solicitation number DCR2200000143, on behalf of the Mount Olive Correctional Complex and Jail in Randolph County for the one-time procurement of two Coleman Outfitter 400 UTVs (Model 4UT400) or functionally equivalent utility vehicles. The solicitation requires vendors to submit bids using only the state-provided Exhibit A Cost Sheet, with all pricing entered electronically or by typed entry to minimize evaluation errors; any deviations from the required pricing format will result in automatic bid disqualification. The specified vehicles must meet mandatory technical requirements including dimensions not exceeding 110 inches in length by 75 inches in height by 60 inches in width, a 400cc single-cylinder four-stroke gas engine with minimum 28 horsepower, hydraulic braking system, four-wheel drive capability, dump bed functionality, quick-detach windshield, electronic fuel injection, two-seat occupancy, maximum cargo bed load of 400 pounds, and maximum towing capacity of 1,200 pounds, along with standard lighting and safety equipment. Delivery is required to Mount Olive Correctional Complex at 1 Mountainside Way, Mt. Olive, West Virginia 25185 on an F.O.B. destination basis with all delivery costs included in the bid price, and the vendor must deliver immediately upon receiving a purchase order with a minimum one-year warranty included. The contract will be awarded to the vendor offering the lowest overall total cost for vehicles meeting all specifications. Technical questions were due by May 3, 2022, at 2:00 PM EST, with bids due by May 11, 2022, at 4:00 PM EST; a mandatory pre-bid meeting attendance was required with failure to attend resulting in bid disqualification, and bids could be submitted electronically through wvOASIS or by sealed delivery by May 12, 2022, at 10:00 a.m. EST. Inquiries should be directed to Thomas P. Hymes at 304-558-2350 or thomas.p.hymes@wv.gov.

The solicitation documents do not specify any designated set-asides for disadvantaged enterprises or restrictions limiting bidder eligibility based on organizational type or status. Vendors must complete the West Virginia Purchasing Affidavit confirming they are not in default on monetary obligations to the state or political subdivisions, including payroll taxes, property taxes, sales and use taxes, or other fines or fees, and that they do not owe aggregate debts exceeding one thousand dollars; vendors may submit alternate equivalent models or brands if they provide manufacturer specifications and supporting documentation demonstrating equivalency to the specified Coleman Outfitter 400. The successful vendor must provide a performance bond and labor/material payment bond each in the amount of 100 percent of the contract value, along with a two-year maintenance bond prior to contract award, and must maintain Builders Risk Insurance equal to 100 percent of contract value with the state named as an additional insured. No incumbent contractor information or existing infrastructure integration requirements are specified in the available solicitation documents. The actual contract value is not disclosed in the solicitation materials, as this is a competitive quote process where pricing will be determined by vendor submissions; payment will be made in arrears only after delivery and acceptance of goods, and the pricing shall remain firm for the life of the contract. The contract is contingent upon legislative appropriation of funds, and the state reserves the right to cancel the contract immediately if materials or workmanship do not conform to specifications or upon 30 days' written notice to the vendor.