ARFQ-0803-DOT2600000103-1 | Ice Delivery to District Nine Locations

The contract solicitation ARFQ-0803-DOT2600000103-1 seeks vendors to provide ice delivery services and related equipment rental to various locations across West Virginia, primarily serving District Nine of the Division of Highways. The scope includes the supply of bagged ice in two sizes—#7 and #10 bags—each requiring a minimum of 10,000 bags annually over a one-year base term with the possibility of three additional one-year renewal periods. Vendors must also provide the rental of 12 outdoor-rated ice merchandisers operating on 120V power with solid double doors and deliver ice to designated sites in Greenbrier, Monroe, Summers, Fayette, and Nicholas Counties, with all deliveries conducted F.O.B. destination. Ice must be produced using a strict multi-stage purification process including double carbon filtration, water softening, UV treatment, reverse osmosis, and micron filtering, with packaging and labeling fully compliant with FDA food labeling requirements that mandate inclusion of the manufacturer or distributor’s name and business address. Delivery fees are billed per mile, and credit card transaction fees are included in the contract but not priced. The contract mandates strict compliance with West Virginia state regulations, including vendor registration with state agencies, licensing in good standing with the Secretary of State, Tax Department, and Insurance Commission, and adherence to state public records laws which render all submissions and contract details publicly accessible under the Freedom of Information Act. Vendors must comply with information security protocols to protect personally identifiable information, and employees entering the Capitol Complex may be subject to criminal background checks. All items must be free from defects, merchantable, and fit for their intended purpose, with warranties covering material and workmanship. Payments are processed in accordance with state procedures via Electronic Funds Transfer or Procurement Card, contingent on legislative appropriation of funds, with no federal accounting codes provided. No unit prices or contract value estimates are disclosed, and award is not based on publicly stated evaluation factors. Proposals must be submitted electronically through wvOASIS or as hard copy by the July 14, 2026 deadline, with no email submissions permitted, and vendors must certify that their bids are free of collusion, that all mandatory requirements are met, and that they are properly registered and authorized to bind their organization. Subcontracting and assignment require prior written approval, and any modifications must be mutually agreed upon in writing.