Trailer Mtd. Solar Powered Arrow Boards

The West Virginia Department of Administration's Purchasing Division, specifically for the West Virginia Department of Highways (WVDOH), is soliciting bids for 20 full matrix trailer-mounted, solar-powered arrow boards through a Centralized Request for Quote (CRFQ DOT2600000008). The procurement targets Class 839 arrow boards manufactured after January 1, 2020, which must be new and unused, with specific technical requirements including a 48-inch by 96-inch weather-tight panel and a seven-foot deployment height above the roadway. Key deliverables include a complete solar-powered message board system with detailed specifications for power source, solar generator, battery bank, face panel, controller, and trailer characteristics. A mandatory pre-bid meeting is scheduled for August 12, 2025, at 11:00am in Buckhannon, WV, with technical questions due by August 20, 2025, at 10:00am. The bid submission deadline is August 20, 2025, by 10:00am, with the bid opening set for September 2, 2025, at 1:30pm in Charleston, WV. Vendors must provide a pilot model within 60 working days and complete delivery within 90 working days after order receipt, with the delivery point being the WVDOH Equipment Division in Buckhannon, West Virginia.

The procurement appears to be open to various vendors, with potential preferences for small, women-owned, or minority-owned businesses. Vendors must be registered with the West Virginia Purchasing Division and may be subject to a $125 registration fee. The contract is structured as an open-end contract with an initial one-year term and potential for three successive one-year renewals upon mutual agreement. Insurance requirements include $1,000,000 in Commercial General Liability and Automobile Liability coverage. While specific budget ranges are not explicitly detailed, the solicitation indicates an estimated procurement of 20 units. Vendors must comply with various state and federal laws, provide required documentation, and accept electronic funds transfer and P-Card payments. The contract includes provisions for training, preventative maintenance, and warranty, with potential consequences for vendor default. Payment will be made in arrears upon receipt of proper invoices, and the contract remains contingent on legislative funding.