Shepherdstown City Bids, WV

The bid notice states that all responses are due no later than 4:00 PM local time on May 28, 2026. The envelope shall be addressed to Shepherd University Procurement Services, L18A Lkenberry Hall, 301 N King St. , PO Box ****, Shepherdstown, WV ****, and must be physically received by the aforesaid office on or before May 28, 2026, at 4:00 PM EST.

The bid notice states that payment may only be made after the delivery and acceptance of goods or services. Shepherd University will not pay interest on late payments.

The bid notice states that the award shall be made by the university to the responsible vendor whose proposal will be most advantageous to the university with respect to price, conformance to specifications, quality, and other factors as evaluated by the university.

The bid notice states that prior to any award for purchases exceeding $25,000 or an open-end contract, the apparent successful proposer must be properly registered with the West Virginia Department of Administration, Purchasing Division, and have paid the required vendor registration fee.

The bid notice states that there will be a pre-proposal conference and site visit starting at 10:00 AM on Tuesday, May 12, 2026, in the Robert C Byrd Center for Congressional History and Education. The address for the meeting on campus is 213 N King St. , Shepherdstown, WV ****.

The bid must be received in hard copy format prior to 3:00 PM local time on Tuesday, May 5, 2026. The delivery is required no later than specified.

The institution reserves the right to accept or reject bids on each item separately or as a whole, to reject any or all bids, to waive informalities or irregularities, and to contract in the best interest of the institution.

All communication regarding this solicitation must be received by Debra Langfordhiergeist, and communication with any other department on campus may result in disqualification of the bidder.

The bid notice states that delivery is required no later than 4/15/2026. However, it also mentions that the bidder guarantees shipment within days after receipt of order at the address shown.

The institution reserves the right to accept or reject bids on each item separately or as a whole, to reject any or all bids, to waive informalities or irregularities and to contract in the best interest of the institution.

A mandatory prebid is scheduled for Wednesday, April 29, 2026, at 1:00 PM in L05 IT Conference Room in Ikenberry Hall on the Shepherd University campus.

The bid submission deadline is Wednesday, April 22, 2026, at 3:00 PM local time. Bids received after this time will be returned unopened. The contract effective date is targeted for May 1, 2026.

The bid notice states that payment may only be made after the delivery and acceptance of goods or services. Interest may be paid for late payment in accordance with the West Virginia Code.

The contractor warrants to the university that materials and equipment furnished under the contract will be of good quality and new unless otherwise required or permitted in writing. The contractor further warrants that the work will conform to the requirements of the written orders of the university and will be free from defects.

The award shall be made by the university to the responsible vendor whose bid will be most advantageous to the university with respect to price, conformance to the specifications, quality, and other factors as evaluated by the university.

To be considered responsive, the bidder must complete the bid form. The university will consider the ability, capacity, and skill of the bidder to perform the contract or provide the services required, as well as the character, integrity, reputation, judgment, experience, and efficiency of the bidder. Prior to award for purchases exceeding $25,000, the successful proposer must be registered with the West Virginia Department of Administration, Purchasing Division.

The bid notice does not explicitly detail penalties for breach of contract, but it does state that the seller shall be liable for damages suffered by the buyer resulting from the seller's breach of contract.

The bid notice does not specify a deadline for challenging the bid or award.

The bid due date is April 15, 2026, at 3:00 PM local time. The contract is effective April 20, 2026, and installation of mattresses is targeted to begin mid-May 2026 and be completed by the latter part of June 2026.

The bid notice states that payment may only be made after the delivery and acceptance of goods or services. Interest or charges due to late payment is not permissible.

The manufacturer must disclose any product warranty provided on the mattress.

The award shall be made by the university to the responsible vendor whose bid will be most advantageous to the university with respect to price, conformance to the specifications, quality and other factors as evaluated by the university.

Prior to any award for purchases exceeding $25,000 or an open-end contract, the apparent successful bidder must be properly registered with the West Virginia Department of Administration, Purchasing Division, and have paid the required vendor registration fee. The Purchasing Affidavit (Attachment B) must also be executed.

The bid notice requires bidders to provide descriptive literature and samples of the product bid.

The bid notice does not explicitly state a deadline for challenging the bid. However, inquiries and questions concerning the request should be submitted in writing by Friday, April 10, 2026.