OSR North Region 3 Maintenance Open End

The West Virginia Department of Environmental Protection's Office of Special Reclamation (OSR) is soliciting bids for an open-end master agreement contract for OSR North Region 3 Maintenance services covering Tucker, Grant, and Mineral counties. This Request for Quotation (ARFQ DEP26-58) seeks qualified contractors to provide comprehensive equipment rental, materials, labor, and skilled operator services for site reclamation and maintenance activities performed on a work-directive basis. The procurement includes 126 line items encompassing heavy equipment such as dozers, loaders, backhoes, excavators, motor graders, and specialized pumping equipment; materials including seed mixtures, fertilizers, limestone products, pipe, geotextile fabrics, concrete, and erosion control products; and labor services for general laborers and equipment operators. Bidders must submit unit prices for each line item, with pricing structured on an hourly basis for equipment and labor, per-ton rates for materials, per-linear-foot pricing for pipe, and per-acre pricing for vegetation work, with a maximum 15 percent markup permitted for unspecified parts. Required qualifications include demonstrated capability to operate extensive heavy equipment with available skilled operators, a valid West Virginia contractor's license, and compliance with workers' compensation insurance and drug-free workplace requirements. The technical question deadline is December 18, 2025, at 4:00 p.m., a mandatory pre-bid meeting must be attended by all vendors submitting bids, and all bids must be submitted electronically through the wvOASIS Vendor Self Service system by January 6, 2026, at 10:30 a.m. Work must commence within seven days of the Notice to Proceed and be completed within timeframes specified in individual Work Directives, with working hours restricted to Monday through Friday between 7 a.m. and 7 p.m.

No set-asides, restrictions on organization types, disadvantaged enterprise designations, or incumbent vendor information are identified in the solicitation documents. The contract is structured as a term contract with an initial one-year period and renewal options for up to three successive one-year periods, subject to mutual written consent and Attorney General approval. Required bonds include a five percent bid bond, 100 percent performance bond, and 100 percent labor/material payment bond, with vendors required to maintain commercial general liability and automobile liability insurance with minimum limits of $2,000,000 per occurrence (or $1,000,000 for contracts valued at $25,000 or less). Payment will be made within 30 days of invoice submission following completion of each Work Directive, with vendors required to accept electronic funds transfer and P-Card payment methods. The contract has a maximum total value not to exceed $500,000 for all contract terms including renewals. Immediate grounds for bid disqualification include failure to attend the mandatory pre-bid meeting, failure to supply a valid bid bond, federal or state debarment, outstanding environmental enforcement actions, late bid submission, and unresolved DEP vendor complaints.