Notice for Consulting Services Statewide Coatings Inspection Services

Notice is hereby given that consulting services will be utilized by the West Virginia Department of Transportation, Division of Highways, for protective coatings inspection for various projects throughout the state. The work may include field paint inspections, corrosion surveys, identification of candidate structures for maintenance painting, and related duties as required on multiple construction projects throughout the state. The anticipated duration of the agreement is twelve months with the potential for additional (mutually agreeable) twelve-month extensions. It is anticipated that appropriately accredited and qualified inspectors for the area of assignment will be required.

The general guidelines for performance of the project inspection are as follows:

1. The consulting engineering services required may consist of project inspection, quality assurance, and documentation services and other related services.
2. The Consultant will supply experienced construction and materials inspection personnel. All coatings inspectors must be AMPP certified at the requested level. All technicians shall be certified through WVTRET.
3. The personnel shall have a working knowledge of WVDOT-DOH standards, specifications, WVDOH Traffic Control manual, Materials Certification, materials testing procedures, as well as being certified by the DOH for sampling and testing aggregate, Portland cement concrete, bituminous concrete, compaction testing and possess nuclear certifications in the State of West Virginia. The knowledge and certifications required of a given individual will depend on the specific item(s) being inspected and/or sampled/tested.
4. It is the intent that the majority of the required materials testing be conducted by personnel capable of performing the complete field inspection of the affected items.
5. In addition, the inspectors shall be knowledgeable of good construction and surveying practices and procedures; able to interpret contracts, special provisions, plans and specifications, proposals, able to perform project layout and assist in project finalization; able to exercise good judgment; able to use engineering, testing and office equipment; be accurate and neat in recording data and preparing records and able to maintain a harmonious relationship with the Department, other governmental agencies, contractors, and the public.
6. The Consultant will supply all necessary transportation, laptop, and communication devices for its personnel.
7. The Department will supply field offices, storage buildings, and office equipment per normal construction contract specification items or reasonable access to the same as it deems necessary.
8. The Consultant personnel shall be proficient in using AWP and/or SiteManager for preparation and maintenance of project records and documentation. The Department will supply Department required forms to the Consultant. To use AWP and/or SiteManager the following is required:
   
   For using Citrix, Google Chrome should be the default browser and is the only one we can use for Citrix. You cannot and should not try to access Citrix with any other browser, due to it causing connection problems with the correct browser once done. Consultants should have their own IT staff to set up their Citrix connections and have them login to test once everything has been approved and they have access. Must have Windows 10 or above operating system.
9. All testing equipment and incidental tools and supplies are to be furnished by the Consultant unless the Department elects to supply same on a given project.
10. The method of payment for the consultant services provided will be Specific Rate of Pay.

Firms interested in being considered for this work must submit a “Letter of Qualification” and unpriced prospectus to Mrs. Erika J. Rogers, Assistant Director, Consultant Services Section, Contract Administration Division, Division of Highways, 1900 Kanawha Blvd East, Building 5 – Room 920, Charleston, West Virginia 25305 or preferably by email to dohloqsubmissions@wv.gov prior to 4:00 P.M. on October 2, 2026. A hard copy is not required for this project. Responses received after this time will not be considered.

At a minimum, the Letter of Qualification (LOQ) shall include the following:

1. A completed copy of the Consultant’s SF 330 dated January 1, 2026, or later if not already on file.
2. A completed copy of the "Consultant Short List Selection Criteria Technical Evaluation" form found in the WVDOT-DOH Manual for Consultant Services.
3. Overall capabilities to handle this work, including work force available to assign to the project and personnel qualifications.
4. Type of work proposed to be subcontracted. For this agreement the only work allowable by subconsultants is specialized engineering services such as surveying and materials testing.
5. Location of base office for the assigned project staff.
6. Indication of whether a cost accounting system has been maintained and is in effect such that it can segregate and identify accumulating costs for each job that is performed under cost-type contracts.

Firms submitting LOQ’s shall provide proof of the following for themselves and any potential subconsultants. Replacement or addition of any subconsultant after the receipt of initial LOQ prospectus, requires proof of “availability” for the Director’s approval.

• Proof of registration with the WV Secretary of State’s office (Certificate of Authorization AND a print off of the Business Organization Detail sheet from the Business and Licensing Section of the WV Secretary of State’s office Online Data Services). The detail sheet must show a print date within the last 30 days of the LOQ due date.
• Indirect Cost Desk Review Memo issued from WVDOT Transportation Auditing Division showing the most current approved overhead rate (valid as of LOQ due date).
• A completed copy of the Standard Form 330 (SF-330) dated January 1, 2026, or later, if not already on file. It must specifically indicate the staff levels by classification located in-state vs. out-of-state. (Please note: WE no longer accept the Consultant Confidential Qualification Questionnaire (CCQQ)).

Submittals shall be prepared simply and economically, providing a straightforward, concise description of the firm's capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Elaborate brochures and other representations beyond that sufficient to present a complete and effective proposal are neither required nor desired prior to entering contract negotiations.

The Division intends to limit the number of selected firms to a total of up to five (5) once shortlisting, interviews and evaluations are completed. Consideration in evaluation of firms will be given to firms headquartered in West Virginia and/or those having office locations and staff situated in the state of West Virginia.

It is the policy of the West Virginia Department of Transportation, Division of Highways, that Disadvantaged Business Enterprises shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds.

Any technical questions concerning the requirements for this project should be directed to Mr. Jason Nelson at 304-326-0193 or via E-mail at Jason.W.Nelson@wv.gov.