ARFQ-0803-DOT2600000090-1 | D5 Open End Contract for Rough Cut Lumber

This contract is an open-end agreement under solicitation number ARFQ-0803-DOT2600000090-1 issued by the West Virginia Department of Transportation, Procurement Division, for the procurement of rough cut lumber. The solicitation, posted on May 19, 2026, with a response deadline of June 4, 2026, is governed as an agency master agreement functioning similarly to an IDIQ contract, allowing for multiple orders over time without a fixed total value or guaranteed quantities. The primary items include various sizes of rough oak and poplar lumber such as 2” x 8” x 10’ oak, 4” x 4” rough oak, and survey stakes, with delivery and performance occurring at various agency locations designated by individual orders, though the contract’s official place of performance is Charleston, West Virginia, with F.O.B. destination terms applying to all deliveries. Pricing details are intentionally left blank in the contract line items, indicating that vendors will submit unit prices as part of their proposal, with actual order volumes determined through future purchase orders. The contract imposes mandatory compliance with West Virginia state regulations, including requirements for vendors to be licensed in good standing with state agencies, not owe any debt to the state, and not supply used, refurbished, or salvaged materials unless explicitly authorized. All bids and resulting contracts are public records under the West Virginia Freedom of Information Act, and confidentiality claims do not exempt documents from disclosure. Vendors must be registered with the state’s wvOASIS electronic procurement system for all invoicing and order submissions and are required to appoint a designated contract manager with full authority. Additional obligations include quarterly and annual reporting on purchases and values, and any claims of small, women-owned, or minority-owned business status must be supported by documented certification under state rules prior to award. Payment will be processed via Electronic Funds Transfer or state purchasing card, contingent on legislative appropriation by July 1 of the fiscal year, with contracts voided if funds are not secured. Contractors are classified as independent entities, responsible for their own insurance, labor compliance, and tax obligations, and may not assign contract rights without written agency consent. Inspection and acceptance occur at the receiving agency site, with goods required to be new, free of defects, and merchantable, subject to rejection at the government’s discretion.