Stone and Aggregate - Cedar Lakes Conference Center

The West Virginia Department of Agriculture is seeking qualified vendors to establish an open-end contract for the supply and delivery of stone and aggregate materials to Cedar Lakes Conference Center in Ripley, West Virginia (ARFQ 1400 AGR2600000006). The procurement encompasses eight line items including various grades of limestone (#8, #57, #67), decorative stone materials (oversized decorative pebbles, Cherokee small decorative pebbles), #4 gravel, and mason sand, with estimated annual quantities ranging from 10 to 100 tons per item type. All materials must meet or exceed industry quality standards and be delivered FOB destination to Cedar Lakes Conference Center at 82 FFA Drive, Ripley, West Virginia 25271, with delivery charges incorporated into the unit pricing rather than billed separately. Vendors must accept orders via mail, email, or written communication; acknowledge orders within three calendar days; and complete standard orders within five working days of receipt, with emergency orders fulfilled within 24 hours or per agreed-upon timeframes. Bidders must submit pricing on a per-ton basis for each line item, provide proof of required insurance coverage (Commercial General Liability and Automobile Liability of $1,000,000 per occurrence each), be registered with the West Virginia Purchasing Division, and include signed terms and conditions with their bid submissions. Vendor questions must be submitted by 11:30 a.m. EST on September 11, 2025, with completed bids due by 11:30 a.m. EST on September 18, 2025, and submissions accepted through the wvOASIS portal, fax, or courier delivery to the Purchasing Division in Charleston, West Virginia.

The solicitation does not specify set-aside designations or restrictions limiting responses to particular organization types, disadvantaged enterprises, or other protected classifications, meaning the procurement is open to all qualified vendors. No incumbent vendors or current contractors are identified in the available documentation. The contract will be awarded to the vendor providing the lowest overall total cost based on the completed pricing page submissions. The initial contract term is one year from the award date, with renewal options limited to three successive one-year periods contingent upon mutual written consent from both the agency and vendor provided at least 30 days prior to contract expiration. All pricing shall remain firm for the life of the contract unless otherwise specified, with payment made in arrears upon receipt of proper invoices through electronic funds transfer or Purchase Card. The estimated budget or award value is not explicitly stated in the solicitation documents; however, the per-ton pricing multiplied by the stated annual quantities (ranging from 10 to 100 tons per item type across eight line items) will determine the total contract value. The State of West Virginia Purchasing Division reserves the right to cancel the contract immediately if materials or workmanship do not conform to specifications, or upon 30 days written notice for any other reason.