Project Information

Bid Title

Minimum 250 Gallon C?apacity Crack Sealer Unit - RFP

Issuing Agency

West Virginia Parkway Authority

Location

West Virginia

Published Date

Nov 6, 2025

Closing Date

Dec 1, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Minimum 250 Gallon C​apacity Crack Sealer Unit - RFP

Bid Opening - Monday, December 1, 2025

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West Virginia Parkways Authority

REQUEST FOR PROPOSAL

The West Virginia Parkways Authority will receive proposals for the following:

Minimum 250 Gallon Capacity Crack Sealer Unit

Proposals will be received at the office of the WV Parkways Authority, Beckley South Building,

374 George St, Beckley, WV, until 2 PM on Monday, December 1, 2025.

If proposals are mailed via U.S. Postal Service regular mail, they must be addressed to: Attn:

Director of Purchasing, WV Parkways Authority, 374 George St, Beckley, WV 25801. Please note

that mail is picked up by the Authority once daily between 12 PM and 2:00 PM.

Proposals delivered via Drop-Off, Express Mail One-Day Service, Federal Express (FedEx),

United Parcel Service (UPS), or similar services must also be sent to the above address, with

attention to Director of Purchasing.

It shall be the proposers’ responsibility to determine their method of transmittal such that their

proposals will arrive in the Authority's office at least 5 minutes prior to the scheduled proposal

opening. Proposals received in the Authority's office after the scheduled opening will be returned to

the bidder unopened. All proposals must be enclosed in a sealed envelope bearing the name

and address of the proposer and must be marked “Minimum 250 Gallon Capacity

Crack Sealer Unit”. FAX OR EMAILED PROPOSALS WILL NOT BE ACCEPTED.

Specifications are available at www.wvturnpike.com

The Parkways Authority reserves the right to reject any and/or all proposals. Prospective vendors

are responsible for all toll charges incurred while providing goods or services to the West Virginia

Parkways Authority. The WVPA is an Equal Opportunity Employer.

INSTRUCTIONS TO VENDORS SUBMITTING BIDS

1.0 REVIEW DOCUMENTS THOROUGHLY: The attached documents contain a solicitation

for proposal. Please read these instructions and all documents in their entirety. These instructions

provide critical information about requirements that if overlooked could lead to disqualification of

a Vendor’s bid. All proposals must be submitted in accordance with the provisions contained in

these instructions and the Solicitation. Failure to do so may result in disqualification of such

Vendor’s bid.

1.1 Questions: All questions must be submitted in writing. Questions regarding this RFP should

be directed to Wesley Vandall, Director of Purchasing, Phone 304 932-0799, fax 304 256-6674

or email: wvandall@wvturnpike.com. Deadline to submit written questions:Thursday, November

13, 2025 by 2 P.M. EST. Non-written discussions, conversations, or questions and

answers regarding this solicitation are preliminary in nature and are nonbinding.

Submitted emails should have the proposal solicitation name in the subject line. Only

information issued in writing and added to the Solicitation by an official written addendum is

binding.

1.2 Registration: Prior to contract award, the apparent successful Vendor must be properly

registered with the West Virginia Purchasing Division www.wvoasis.gov, WV Secretary of

State, WV State Tax Department, as applicable, and any other entities as necessary. Each of these

entities has different fees that may be applicable to their respective registration requirements.

1.3 No Debt Certification: In accordance with West Virginia Code §§ 5A-3-10a and 5-22-1(i),

the State is prohibited from awarding a contract to any bidder that owes a debt to the State or a

political subdivision of the State. By submitting a bid, or entering into a contract with the State,

Vendor is affirming that (1) for construction contracts, the vendor is not in default on any

monetary obligation owed to the state or a political subdivision of the state, and (2) for all other

contracts, that neither vendor nor any related party owe a debt as defined above and that neither

Vendor nor any related party are in employer default as defined in the statute cited above unless

the debt or employer default is permitted under the statute.

1.4 Traditional Vendor Preference: Vendors that meet certain requirements are entitled to a price

preference when bidding on 1) motor vehicles and 2) construction and maintenance equipment

and machinery used in highway and other infrastructure projects. Vendors must request the

preference in writing at the time of bid submission and provide (at the time of bid

submission) all documentation necessary to prove its entitlement to the preference requested

to be eligible. This preference is applied by increasing the bids of other vendors in comparison

with the preference recipient.

1.5 Reciprocal Preference: The state of West Virginia applies a reciprocal preference to all

solicitations for commodities and printing in accordance with W.Va. Code § 5A-3-37(b). In effect,

non-resident vendors receiving a preference in their home states will see that same preference

granted to West Virginia resident vendors bidding against them in West Virginia.

In order to receive the reciprocal preference, vendors must identify themselves as a West Virginia

vendor, provide (at the time of bid submission) all documentation required by W. Va. CSR § 148-

1-6.4.d.1. to prove its status as a resident of West Virginia, and request in writing (at the time of

bid submission) that reciprocal preference be applied. The required documentation must include,

but is not limited to:

A. A Certificate of Good Standing from the West Virginia Tax Division;

B. Documentation filed with the Secretary of State showing the state of incorporation, the

address of all officers, the corporate headquarters, the address of the principal place of

business, and other pertinent information. Entities not required to file with the Secretary

of State may provide an affidavit confirming that the headquarters or principal place of

business is in West Virginia, along with a copy of a utility bill in the name of the business

entity;

C. A copy of the most recent personal property tax ticket showing taxes have been paid; and

D. An affidavit confirming that the business entity has paid all applicable business taxes

imposed by Chapter 11 of the West Virginia Code.

1.6 SWAM Preference: A non-resident vendor certified as a small, women owned, or minority-

owned (SWAM) business, pursuant to W. Va. Code § 5A-359, shall be provided the same

preference made available to any resident vendor. The SWAM rules found in W. Va. § 148 C.S.R.

22-9 further explain that a non-resident SWAM business will receive the highest preference made

available to a resident vendor in the solicitation for which the SWAM business has submitted a

bid. In order to obtain this preference, however, a non-resident SWAM business must identify itself

as such in writing with the bid and must be properly certified under the rules governing certification

pursuant in W. Va. § 148 C.S.R. 22-1 et seq.

REQUEST FOR PROPOSAL

West Virginia Parkways Authority – Crack Sealer

TABLE OF CONTENTS

1. Section 1: General Information and Instructions

2. Section 2: Instructions to Vendors Submitting Bids

3. Section 3: Terms and Conditions

4. Section 4: Specifications

5. Section 5: Vendor Proposal

6. Section 6: Evaluation and Award

7. Certification and Signature Page

SECTION 1: GENERAL INFORMATION

1. Introduction

The West Virginia Parkways Authority (hereafter “WVPA”) is soliciting sealed proposals from qualified

vendors to provide one (1) Minimum 250 Gallon Capacity Crack Sealer unit. The WVPA intends to

award a contract based on best value considering technical compliance, service and support, training,

price and delivery.

SECTION 2: INSTRUCTIONS TO VENDORS SUBMITTING BIDS

1. Proposals must be submitted in two parts.

1.1. Technical Proposal – responses to specifications, warranty, training, service, and delivery.

Bidders shall indicate comply / non-comply for each specification and provide supporting

documentation.

1.2. Cost Proposal – submitted separately, in a sealed envelope, clearly labeled.

2. Proposals must be received no later than 2 p.m. Monday, December 1, 2025 at:

West Virginia Parkways Authority

Attn: Director of Purchasing

374 George St.

Beckley, WV 25801

LATE PROPOSALS WILL NOT BE CONSIDERED

Revised 07/01/2021

REQUEST FOR PROPOSAL

West Virginia Parkways Authority – Crack Sealer

SECTION 3: GENERAL TERMS AND CONDITIONS

Terms and conditions begin on next page.

Revised 07/01/2021

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