Wash Bay Pumping for Various Locations District 8

The West Virginia Department of Transportation, Division of Highways, is soliciting bids through an Agency Request for Quote (ARFQ) for wash bay pumping services at fifteen locations throughout District 8, which spans multiple counties including Nicholas, Pendleton, Pocahontas, Randolph, and Tucker counties. This open-end contract procurement requires annual pumping and maintenance of water/oil separator tanks, sediment traps, and oil traps at specified facilities including substations, county headquarters, and equipment shops. The service scope encompasses approximately 27,000 to 28,500 gallons of pumping annually across all locations, with individual tank capacities ranging from 1,500 gallons at most sites to 3,000 gallons at Randolph County Headquarters and 4,500 gallons at District 8 Headquarters and Tucker County Headquarters. Work must be completed within thirty days of notification on an as-needed basis, and bidders must submit pricing on a per-gallon basis for each location using the provided Exhibit A pricing schedule. Qualified vendors must be registered with the West Virginia State Purchasing Division and must comply with requirements from the West Virginia Secretary of State, Tax Department, Worker's Compensation, and Unemployment Insurance, while maintaining Commercial General Liability and Automobile Liability Insurance coverage of $1,000,000 per occurrence each with the State of West Virginia named as an additional insured. Technical questions must be submitted by August 21, 2024, at 10:00 a.m. ET, with bids due on August 27, 2024, at 10:30 a.m. ET. The contract award will be made to the vendor offering the lowest overall total cost while meeting all specifications, with pricing remaining firm for the contract life.

The solicitation does not identify any set-aside designations or restrictions limiting response to specific enterprise categories, disadvantaged business enterprises, or other protected classifications. No incumbent vendor or current contractor information has been disclosed in the procurement documents. The initial contract term is one year with three successive one-year renewal periods available upon mutual written consent, allowing for up to four years of potential service delivery. Vendors must utilize certified equipment for pumping operations and submit manifests documenting gallons removed and proper legal disposal procedures, with standard delivery completion required within thirty working days of order receipt. The solicitation documents do not specify an overall contract award value or budget range; however, vendors should anticipate pricing across fourteen distinct line items based on the annual service requirements at each facility location. Payment will be accepted via electronic funds transfer or purchase card (P-Card), and vendors are required to download all solicitation documents and sign required pages prior to submission via OASIS upload, hand delivery, mail, or fax to 304-558-0047.