Shepherd University is soliciting bids for a multiyear, open-end contract for mattresses for residence halls. The contract will cover replacements for the current fiscal year and future needs. The initial contract term is two years with options to renew for three additional one-year periods. Bids are due by 3:00 PM local time on April 15, 2026. All questions regarding the bid should be submitted in writing to Shepherd University Procurement Services by April 10, 2026. Vendors must be registered with the West Virginia Department of Administration, Purchasing Division, for contracts exceeding $25,000. Payment will be made after delivery and acceptance of goods or services, and interest on late payments is not permissible. The state of West Virginia is exempt from federal and state taxes. The university reserves the right to reject any or all bids. Pricing is requested for purchase and delivery, and for purchase, delivery, and installation. Vendors must provide documented proof that the mattresses meet or exceed the specified requirements, including fire resistance and material specifications. The university reserves the right to inspect mattresses for compliance. Manufacturers must disclose product warranties. The contract award will be made to the responsible vendor whose bid is most advantageous based on price, conformance to specifications, and quality. The contract becomes effective on April 20, 2026, and extends for two years, with renewal options. Deliveries will be FOB destination.
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.
