Water Reclamation System for School Bus Wash

Berkeley County Schools in West Virginia is seeking a comprehensive water reclamation system for its Transportation Department's automatic bus wash facility through a Request for Proposal (RFP) issued on September 11, 2025, with proposals due by September 25, 2025, at 10:00 AM via Demand Star. The project requires a turnkey solution for an above-ground water reclamation system with specific technical specifications, including a minimum processing rate of 125-150 gallons per minute, 8,000-gallon storage capacity, and a 70% water recovery rate. The system must be fully operational by March 1, 2026, and integrate with existing infrastructure while maintaining oil and grease concentrations below 10 parts per million. Vendors are required to submit a comprehensive proposal detailing system components, warranty information, and various signed affidavits and forms. The evaluation will be based on attached scoring criteria, with the school board reserving the right to accept or reject any proposals. Pre-bid site inspections are available by appointment between September 11 and September 24, 2025, with interested vendors able to contact Eric Keesecker to schedule a visit.

The procurement does not specify explicit set-aside designations or restrictions on responding organizations. Vendors must complete a comprehensive vendor registration packet, including submission of a W-9 form, Vendor Registration and Disclosure Statement, WV Business License documentation, and Secretary of State registration verification. The contract requires a minimum 2-year comprehensive warranty, with emergency service response within 48 hours and initial on-site training for maintenance staff. While no specific budget range is explicitly stated, vendors must demonstrate compliance with local environmental regulations and provide detailed pricing information. The school system is exempt from federal and state taxes and will only make payment after delivery and acceptance of goods or services. The contract includes provisions for potential cancellation with 30 days' written notice and becomes void if funds are not appropriated by June 30 of each fiscal year. Vendors must also disclose any potential conflicts of interest and certify their business practices through multiple required forms and affidavits.