Status: Open

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 S399 NEVIS 26 00

FEDERAL PROJECT (EN) NEVI-2026(170)D

WV NEVI STATEWIDE INSTALLATION.  Consulting services will be utilized to serve as the Program Manager for the Implementation of Phase 1 of the West Virginia National Electric Vehicle Infrastructure (NEVI) Statewide Installation Program.  The project shall consist of developing, managing and preparing documents to implement the federally mandated NEVI Program conforming to WVDOH's NEVI Deployment Plan.  Tasks include, but are not limited to, program administration, procurement support (approach and contract terms), public involvement and stakeholder engagement if required, environmental clearance, project development and management, on-site construction inspection, documentation support and oversight.

1.   Program Administration. This will include all the work necessary to comply with the WV NEVI Program Deployment Plan.

• Developing program guidance documents, requirements and specifications for vendors, property owners, stakeholders, and the general public.
• Developing and maintaining a real-time management dashboard for project tracking and to meet the requirements listed in the Federal NEVI Standards.
• Ongoing review and support services during Operation and Maintenance period.
  
   

2.   Procurement Support.  Program Manager to provide essential procurement tasks to implement the program.

• Developing procurement strategy and preparing procurement and contract documents to comply with standard WVDOH, FHWA and Federal NEVI Standards and Requirements.
• Developing the selection criteria, evaluating vendor bids and responses to RFP's.
• Establish performance requirements and accountability mechanisms (e.g. warranty, insurance, performance security).
• Determine data collection and reporting requirements.
  
   

3.   Project Development.  This will include, but not be limited to:

• Review design deliverables and ensure compliance with contract documents.
• Oversee environmental clearances for properties that are selected to host EV charging infrastructure.
• Oversight and management of Uniform Act / real estate acquisition provisions, as applicable.
• Oversight and management of utility agreements and upgrades to ensure effective planning and implementation of EV charging infrastructure.
• Coordinate appropriate documentation necessary for invoice and support their review.
  
   

4.   Construction Oversight.  On-site construction inspection will include, but not be limited to:

• Oversight of compliance with applicable construction standards, procedures, and specifications and applicable State and Local building codes.
• Support Pre-Construction and Construction Progress meetings, any claims negotiations.
• Perform periodic site visits to inspect critical construction milestones (e.g. concrete pours, testing and commissioning, etc.) and prepare work reports to include pictures, project construction progress, equipment used, personnel, etc.
• Completion of Construction Checklist for each project prior to making site operational.
• Monitoring and documentation of Title 23 compliance (e.g. wage interviews, bulletin board, BABA, etc.)
• Oversight support with the testing and commissioning process of new EV charging stations.
  
   

5.   Operation and Maintenance Management.  This activity will include but not be limited to:

• Develop post award oversight standard operating procedures to oversee the five-year operations and maintenance period for each project.
• Demonstrate and produce monthly, individual project, yearly and final program status reports that comply with NEVI Program implementation.
• Monitor EV charging station uptime and contract non-compliance such as damaged or malfunctioning EV charging equipment, property sale or foreclosure, vendor bankruptcy, abandonment, etc.
• Create contract closeout procedure.

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 May 18, 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.

• CURRENT Certificate of Authorization from applicable State Professional Board(s) (Engineering and/or Surveying).

• 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:

1. Professional qualifications necessary for consideration and satisfactory performance of the required work and as a minimum shall have a professional engineer licensed by the State of West Virginia.  That person shall be located within the office, with the location of the office identified, where the work is to be performed, and shall demonstrate sufficient past experience performed for the DOH  related to design and plan development to be provided.  This individual shall be the person-in-charge overseeing the work and must be readily accessible to the Department, preferably located in-state.
   
    
2. 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. 
   
    
3. 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.
   
    
4. 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:

1. Information sufficient to show the minimum qualifications stated in items above.
   
    
2. A list of all project experience in the past five (5) years.
   
    
3. The name of owner for whom the work was performed.
   
    
4. The names and phone numbers of owner's representatives who can verify and discuss the Consultant's participation in these projects.
   
    
5. A brief description of each project's size and type, including any unusual features.

The Letter of Qualification should include previous experience as a prime contractor for government-led state EV programs and the capacity to manage complex federal standards and reporting requirements.

Consideration shall be given to specialized experience and technical competence. Specialized experience should include proven track record as a prime contractor for government-led state EV programs.  As a minimum, the firm shall provide résumés of those individuals who will be committed to the needs of the project highlighting project experience in EV infrastructure.

In addition to the above evaluation factors, the prospectus shall include, as a minimum, the following items:

1. 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.
   
    
2. Identification of software (including design software) that may potentially be utilized for this project.
   
    
3. 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.
   
    
4. 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.

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