OSR North Region 1 Maintenance Open End

The West Virginia Department of Environmental Protection, Office of Special Reclamation (OSR), is soliciting an open-end master agreement for maintenance services in OSR North Region 1 (Marion and Monongalia counties), with the solicitation posted December 15, 2025, and closing January 6, 2026, at 10:30 a.m. Vendors must submit questions in writing by December 18, 2025, at 4:00 p.m., and attendance at a mandatory pre-bid meeting is required for all bidders. The procurement encompasses comprehensive heavy equipment rental services, labor, and materials including dozers (Caterpillar D-8N, D-6H, D-3G, D-5G), loaders, excavators, graders, articulated trucks, vibratory rollers, trash water pumps, and pipe inspection cameras; materials such as seed mixtures, fertilizers, agricultural lime, PVC and HDPE piping with fittings, stainless steel valves, farm gates, culverts, geomembranes, engineering fabrics, silt fence, haybales, floating baffle curtains, concrete, and grout; and laborer services for land reclamation activities. Work will be ordered via Work Directives with vendors required to acknowledge receipt within three days, begin work within seven days of Notice to Proceed, and complete work within specified timeframes, with working hours Monday through Friday, 7:00 a.m. to 7:00 p.m. Pricing shall be submitted on a unit-price basis with hourly rates for labor and equipment operation, mobilization and demobilization paid at contract price per mile calculated using Google Maps, materials priced as delivered to site, and a maximum 15 percent markup on unspecified parts not exceeding $250 without advance Agency approval. Vendors must designate a primary contract manager and identify principal service personnel for facility access, and invoices must be submitted within 30 days of work completion for each work directive individually, with a one-year warranty period commencing on the final date of service.

No specific set-aside designations for disadvantaged enterprises, minority-owned businesses, or other restricted categories are identified in the solicitation documents. No incumbent contractor or current vendor information is provided. All bids must be submitted electronically through the wvOASIS Vendor Self Service portal, and the contract is subject to Davis-Bacon wage rate requirements as federally funded work, drug-free workplace compliance, and preference for domestic steel, aluminum, and glass products. Vendors must provide a bid bond equal to five percent of total bid amount, a performance bond of 100 percent of contract value, and a labor/material payment bond of 100 percent of contract value prior to contract award, along with Commercial General Liability and Automobile Liability Insurance with minimum limits of $2,000,000 per occurrence. The contract is structured as an initial one calendar year period with possibility of renewal for up to three successive one-year periods upon mutual written consent and departmental/Attorney General approval, with a maximum total value not to exceed $500,000 across all contract terms and renewals. Pricing must remain firm for the life of the contract, and vendor bid responses and resulting contracts are public documents subject to disclosure under West Virginia's competitive bidding and Freedom of Information laws.