Notice of Consulting Services
Notice is hereby given by the West Virginia Department of Transportation, Division of Highways, that engineering consulting services will be utilized for the following project:
STATE PROJECT T699 CRAYF 26 00
FEDERAL PROJECT (OT) STBG-2026(173)D
CRAYFISH, MUSSEL, CANDY DARTER PROG AGRMNT W/USFWS. This work will consist of writing a Programmatic Agreement (PA) by utilizing data gathering and coordination to establish a streamlined process for handling routine environmental requirements regarding the Endangered Candy Darter and Diamond Darter, Threatened/Endangered/Proposed Freshwater Mussels, and Threatened/Endangered Crayfish for commonly encountered project types in West Virginia. The PA will be produced in accordance with the Section 7 Endangered Species Act and will focus on repetitive actions at the state level. To develop the PA, the Consultant will:
- Identify the general locations of future projects and the schedules for completion of the projects
- The Consultant will work with the WVDOH to identify and group project types and review upcoming WVDOH projects that are to be included in this Agreement.
- Identify areas where the Endangered Candy Darter and Diamond Darter, Threatened/Endangered Crayfish, Threatened/Endangered/Proposed Freshwater Mussels and their listed/proposed critical habitat are likely to be impacted by these future projects
- Identify recovery plans, biological studies, and biological opinions conducted within the geographic area of these projects in addition to data that the USFWS/WVDNR/WVDEP already have.
- In coordination with state and federal agencies including the USFWS, jointly develop general strategies for addressing species conservation needs
- Develop avoidance and minimization procedures, such as seasonal restrictions or erosion-control measures, to remove or reduce the risk of direct impacts to listed and proposed listed species and their critical habitat
- The Consultant shall assist the WVDOH in developing a process for users of the programmatic to determine when a project does not require the use of the programmatic, which projects qualify for use of the programmatic, and which fall outside the scope of the programmatic
- Develop methods to offset impacts to listed/proposed species and their listed/proposed critical habitat.
The PA will then be submitted to the Engineering Division for review and distribution to other interested agencies. The purpose of this PA is to satisfy programmatic consultation requirements under Section 7 of the ESA and will be developed in conjunction with and in accordance with the formal Section 7 consultation processes.
Method of payment shall be Cost Plus Fixed Fee.
A single assignment will be made for this project.
Firms interested in being considered for this project must submit a “Letter of Qualification" (LOQ) and one 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 March 30, 2026.
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. Firms failing to provide proper documentation as listed below or failure to meet timelines will be deemed nonresponsive and will result in disqualification. The firm's LOQ will not be forwarded to the shortlist committee.
- 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)).
As a minimum, the prospectus shall include the following evaluation information factors:
- Professional qualifications necessary for consideration and satisfactory performance of the required work.
- Consideration shall be given to specialized experience and technical competence. Specialized experience shall focus on the qualifications of the staff working on the project with emphasis placed on individual specialized expertise required for the project. As a minimum, the firm shall provide a Résumé of those individuals who will be committed to the needs of the project. Strong considerations will be based on the professional and non-professional staff specialized experience and technical competence stationed within the office where the work is to be performed.
- Capacity consideration shall be made on the firm's ability to accomplish the work within the Department's required schedule time frame; personnel dedicated to perform such work.
- Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. In addition, the information provided for past work performed should include:
- Information sufficient to show the minimum qualifications stated in items above.
- A list of all project experience in the past five (5) years.
- The name of owner for whom the work was performed.
- The names and phone numbers of owner's representatives who can verify and discuss the Consultant's participation in these projects.
- A brief description of each project's size and type, including any unusual features.
In addition to the above evaluation factors, the prospectus shall include, as a minimum, the following items:
- Location of office or office(s) in which the work, or part of the work, will be performed.
- Identification of subconsultants by name as to the type of work anticipated to be subcontracted or performed, if proposed as part of the design team.
- Identification of software (including design software) that may potentially be utilized for this project.
- Indication of whether a cost accounting system has been maintained and is in effect such that it is capable of segregating and identifying accumulating costs for each job that is performed under cost type projects.
- Completed copies of the Division's “Consultant Short List Selection Criteria Technical Evaluation" form. Cross referencing on this form to other parts of the prospectus is not acceptable. Please make sure to list on this form all anticipated subconsultants and the service each will be providing.
A single “Letter of Qualification" and one unpriced prospectus are required and must contain all of the above information required to be considered. Failure to provide the required information and/or insufficient information will result in disqualification. All evaluation factors as noted herein before will be given equal consideration in the selection process, unless a project specific weighting of the evaluation factors is shown in the Notice for Consulting Services.
Prior to entering into any contract negotiations, the selected firm and any subconsultants must have an approved audited overhead rate computation performed by a State or Federal government agency or independent CPA firm. The submitted overhead audit shall contain a detailed exhibit of the computations with all applicable eliminations and references and can be sent via email to dotauditoverheads@wv.gov. The audit shall be done in accordance with Government Auditing Standards issued by the Comptroller General of the United States and all eliminations required by the Federal Acquisition Regulations will be made. The submitted certified audited overhead (Indirect Cost Rate) report shall include the certification, certifying that the allowability of costs used to establish the final indirect cost rate are in accordance with the FAR cost principles, or a verification indicating this certification was previously submitted and accepted by the cognizant agency. This requirement will be waived for the selected firm or any subconsultant when its portion of the fee for the project is less than Five Hundred Thousand Dollars ($500,000.00). In such instances, a company computed overhead rate may be utilized.
It is the policy of the West Virginia Department of Transportation, Division of Highways, that Disadvantaged and Women-owned Business Enterprises shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds.