Wvhepc - West Virginia Higher Education Policy Commission - Wv - Agency Bids & RFPs

The bid documents will be available on Monday, March 23, 2026. Sealed bids will be received until 1:00 p. m. , LPT, April 30, 2026. The bid states, all work shall start from date of notice to proceed and shall be substantially complete not later than the number of consecutive calendar days identified in the contract. Bidder also agrees to achieve final completion within 30 days thereafter.

The bid notice mentions progress payments may be made monthly for work successfully completed upon certification by the architect and approval by WVCTCS. Progress payments shall be itemized according to the schedule of values and shall be invoiced in a format approved by the WVCTCS. Ten percent (10%) retainage shall be withheld from each progress payment. Retainage shall be paid upon successful completion of all work and requirements.

The bid states, Labor and equipment warranty shall, at a minimum, be for a period of one year after final acceptance. State any extended warranty offered at no additional cost.

The WVCTCS intends to award a contract to the lowest responsible and responsive bidder, provided the bid does not exceed available funds. The WVCTCS reserves the right to waive informalities or irregularities and to accept the bid that is in its best interests.

The contractor must be a security integrator regularly engaged in the sale, installation, maintenance, and service of access control systems, with at least ten years of experience with similar systems and at least two years as a factory-authorized dealer. Technicians must be thoroughly trained in low-voltage electronic systems, and 120 VAC power wiring must be performed by a licensed journeyman wireman.

The bid states, for each calendar day of delay in achieving substantial completion, the contractor shall be liable for and shall pay the owner, not as a penalty but as liquidated damages, in accordance with the following schedule: for each calendar day the project is not substantially complete, damages to be assessed at one hundred and fifty dollars (****) per day.

Attendance at the pre-bid meeting is mandatory: All bidders must attend the prebid meeting to familiarize themselves with the project location, site conditions and other relevant information. Should a bidder fail to attend, the bid will be disqualified. The pre-bid meeting is scheduled for April 15, 2026, at 10:00 a. m. local prevailing time.

The input does not explicitly mention sample submission requirements.

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

The input does not provide an estimated total value for the tender.

The bid opening date and time is Friday, May 1, 2026, at 10:00 a. m. ET. The project timeline indicates a total duration of 12 months, from June 2026 to June 2027, with specific phase target dates provided in the RFP.

The bid notice states that payments for goods/services will be made in arrears only upon receipt of a proper invoice, detailing the goods/services provided or receipt of the goods/services, whichever is later. Payments for software maintenance, licenses, or subscriptions may be paid annually in advance. Vendors must accept payment by electronic funds transfer and P-card.

The vendor expressly warrants that the goods and/or services covered by this contract will conform to the specifications, drawings, samples, or other description furnished or specified by the agency, be merchantable and fit for the purpose intended, and be free from defect in material and workmanship.

This procurement method requires award to the highest scoring vendor, rather than the lowest cost vendor, based upon a technical evaluation of the vendors technical proposal and a cost evaluation. This process is commonly referred to as a best value procurement.

Vendors must have a minimum of five years of experience providing website design, development, and/or hosting services. They must also demonstrate successful completion of at least three comparable website projects within the past five years, experience implementing and supporting a CMS, experience providing website hosting and infrastructure services, experience delivering WCAG 2. 1 AA accessible websites, provide a proposed staffing plan, and provide references for prior comparable engagements.

The bid notice mentions that repeated SLA breaches within a rolling 90-day period will trigger service credits applied to the next invoice according to a schedule proposed by the vendor and accepted by WVSOM. Repeated nonconformance during the managed services term may trigger service credits or termination for cause.

A mandatory pre-bid meeting will be held virtually on Monday, March 30, 2026, at 1:30 p. m. ET. Vendors must email ***@***. *. * to register by Friday, March 27, 2026.

Vendors may submit questions relating to this solicitation in writing on or before April 10, 2026, at 4:30 p. m. ET. A written response will be published in a solicitation addendum if a response is possible and appropriate.

The bid notice states that each bidder must be registered with the west virginia department of tax and revenue prior to the time and date for receipt of bids in order for his bid to be considered.

The bid notice states that a prebid conference will be held at 1: 30 p. m. local time, on february 13, 2026, at the wvsom testing center, executive conference room tc102. attendance at prebid conference is mandatory for prime contract bidders only.