OSR southwestern maintenance region 1 open-end

The West Virginia Department of Environmental Protection's Office of Special Reclamation (OSR) is seeking an open-end maintenance contract for the Southwestern Maintenance Region 1, which encompasses Clay, Braxton, Webster Counties, and a portion of Nicholas County. This Agency Request for Quote (ARFQ DEP2600000014) solicits bids for a comprehensive range of environmental maintenance services, including equipment rentals, labor, and materials for various reclamation projects. The contract includes 103 detailed line items covering heavy equipment (crawler dozers, excavators, loaders), construction materials (pipes, stones, concrete), erosion control products, and specialized environmental restoration supplies. Vendors must provide equipment with operators, meet specific technical specifications, and be capable of beginning work within seven days of receiving a Notice to Proceed. The solicitation requires electronic bid submission through the wvOASIS Vendor Self Service platform, with bids due by September 9, 2025, at 10:30 AM. Evaluation will likely focus on compliance with equipment specifications, pricing, and ability to meet the contract's comprehensive maintenance requirements. Working hours are limited to Monday through Friday, 7am to 7pm, and the initial contract term is one calendar year, with potential renewals for up to three additional one-year periods.

The contract does not explicitly indicate specific set-aside designations for disadvantaged enterprises, though vendors must comply with various state regulations including local labor market hiring requirements (75% of employees must be from the local labor market). Contractors must maintain commercial general liability and automobile liability insurance with $2 million per occurrence limits, provide performance and payment bonds at 100% of contract value, and demonstrate a drug-free workplace policy. Total payments under the contract are capped at $500,000, including all contract renewals, with pricing structured around hourly equipment rates, material costs, and a maximum 20% markup on unspecified parts. Vendors must be licensed in West Virginia, registered with state agencies, and capable of providing a wide range of equipment from manufacturers like Caterpillar, John Deere, and Bobcat. The contract includes provisions for domestic steel and aluminum product preferences, and requires detailed documentation with invoices, including material tickets and supporting documentation. A contract manager must be available during business hours to address any issues, and the vendor will be required to provide a one-year warranty on work performed.