OSR southwestern maintenance region 1 open-end

The West Virginia Department of Environmental Protection, Office of Special Reclamation (OSR), is soliciting bids through an Agency Request for Quotation (ARFQ DEP2600000014) for an open-end master agreement to provide equipment, materials, labor, and services for maintenance and reclamation activities in the Southwestern Maintenance Region 1, encompassing Clay, Braxton, Webster Counties, and the portion of Nicholas County west of US Route 19. The solicitation includes 103 line items spanning heavy equipment rental (crawler dozers in multiple sizes, hydraulic excavators, skid steer loaders, dump trucks, motor graders, vibratory rollers, and specialized equipment such as pressure washers and brush mower attachments), construction materials (seed mixtures, fertilizers, limestone products in multiple grades, PVC and HDPE piping with fittings, geotextiles, erosion control products, straw bales, and concrete), and labor services available at 100 hours. Vendors must demonstrate the ability to supply all specified equipment with qualified operators on a concurrent or consecutive basis, maintain equipment in good operable condition, and ensure ready availability for deployment; all equipment identified by trade name is interchangeable with OSR-approved equivalents. Pricing is to be submitted on a unit basis with hourly rates for equipment, per-unit costs for materials delivered to site, and separate labor rates, with Line 99 allowing an unspecified parts markup not to exceed 20 percent based on a $1,500 bidding baseline. Bid submissions closed on September 9, 2025, at 10:30 a.m. through the wvOASIS Vendor Self Service portal, with the technical question deadline having been August 21, 2025, at 4:00 p.m.; a mandatory pre-bid meeting was required for all bidders with written questions submitted to DEPProcurement@wv.gov at least five business days prior. Addenda were issued to extend the bid close date, add quantities to commodity lines 81 and 92, and correct the unit of measure for line 92 from "each" to "linear foot" and adjust the quantity for line 81 from 100 to 4 units, with vendors required to acknowledge receipt of all addenda to avoid disqualification.

No specific set-aside designations for disadvantaged enterprises or restrictions on organizational types are identified in the solicitation documents. The contract is structured as an open-end term agreement with an initial one-year period renewable for up to three additional successive one-year periods by mutual written consent of the Agency, Vendor, and Attorney General's office, subject to a maximum cap of $500,000 total across the entire contract term including all renewals. Successful vendors must provide a 5 percent bid bond, 100 percent performance bond, and 100 percent labor/material payment bond prior to award, along with proof of Commercial General Liability and Automobile Liability Insurance with minimum limits of $2,000,000 for each occurrence (or $1,000,000 for contracts valued at $25,000 or less). Vendors must comply with Davis-Bacon wage rates if work is federally funded, maintain drug-free workplace policies and certifications, and ensure that at least 75 percent of construction project employees are hired from the local labor market. All specified environmental compliance, air quality monitoring, dust suppression, and corrective action costs are the vendor's sole responsibility with no additional state compensation. Payment will be made in arrears upon receipt of proper invoices, with vendors required to accept electronic funds transfer and P-Card payment methods, and liquidated damages of $1,000 per working day apply for delays beyond the contract completion date unless approved extensions are granted.