Rental of four (4) Excavators w/ 360 Grapple w/o operator

The West Virginia Department of Administration Purchasing Division, specifically the Division of Highways District Nine located in Greenbrier County, is seeking to establish an open-end contract for the rental of four excavators with 360 rotating log grapples, without operators. The procurement is structured as a Centralized Request for Quote (CRFQ) with solicitation number CRFQ 0803 DOT2600000014. The excavators must have specific technical requirements, including an operating weight between 17,800 kg and 23,560 kg, a 54" log grapple, 3-4.5 ton capacity, and a 360-degree rotator. Recommended excavator models include the Cat 318D2 L and John Deere 210P. The contract duration is approximately four months, beginning November 17, 2025, with equipment to be delivered to 2878 N Jefferson St. in Lewisburg, WV. Key procurement dates include a technical question submission deadline of September 25, 2025, at 10:00 AM, and quote submission deadline of October 2, 2025, at 1:30 PM. The award will be made to the vendor providing the lowest overall total cost, with pricing to be submitted on daily, weekly, and monthly rental rates.

The solicitation includes provisions for vendor preferences, with special considerations for small, women-owned, and minority-owned businesses, as well as reciprocal preferences for non-resident vendors. Vendors must be registered with the West Virginia Purchasing Division and maintain specific insurance coverages, including Commercial General Liability and Automobile Liability Insurance, each with a minimum of $1,000,000 per occurrence. The contract is an Open End Contract, meaning actual quantities may vary from initial estimates. While no specific incumbent vendors are mentioned, the procurement allows for multiple suppliers to propose excavator configurations. The contract includes provisions for equipment maintenance, replacement parts, and risk of loss, with invoicing based on actual lease/rental days. Although a precise contract value is not specified, the document suggests the potential for a significant equipment rental investment, with the state providing fuel, oil, and lubricants during the equipment rental period.