ARFQ-DCR2600000126- Specs - Barber -Sam Perdue.pdf

REQUEST FOR QUOTATION

ARFQ 0608 DCR2600000126

Resident Haircuts WVDCR Sam Perdue Juvenile Center

Revised 02/13/2026

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Homeland Security Division of Administrative Services is soliciting bids on behalf of the Sam Perdue Juvenile Center located at 843 Shelter Rd, Princeton, WV 24739, to establish an open-ended contract for Inmate Haircuts.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Business Hours” means Monday through Sunday, 8:00 AM to 5:00 PM EST, excluding Federal and State holidays, which are as follows:

• New Year’s Day (January 1)

• Martin Luther King Day (Third Monday in January)

• President’s Day (Third Monday in February)

• Memorial Day (Last Monday in May)

• West Virginia Day (June 20)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Columbus Day (Second Monday in October)

• Veterans Day (November 11)

• Thanksgiving (Fourth Thursday in November)

• Day After Thanksgiving (Fourth Friday in November)

• Christmas Day (December 25)

2.2 “Contract Services” means Inmate Haircuts for the Sam Perdue Juvenile Center located at 843 Shelter Road, Princeton, WV 24739.

2.3 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.4 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that the Division of Administrative Services publishes.

Resident Haircuts

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1. Vendor and all Vendor staff must be a minimum of 18 years old.

3.2. Vendor and all Vendor staff must have a valid Driver’s License. Proof of valid licenses must be provided upon request to the Agency and/or Facility.

3.3. Vendor and all Vendor staff must possess a current West Virginia Board of

Barber and Cosmetology License. The vendor must provide documentation with the bid response.

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1.1 Contract Service #1: Barber Services

4.1.1.1 The Barber services are provided inside a Correctional Facility.

4.1.1.2 The Facility has a current population of approximately 20 residents, with an estimated number of approximately 15 haircuts every two weeks.

4.1.1.2.1 Due to the ever-changing population of this facility.

The superintendent may increase the number of weekly haircuts at their sole discretion.

4.1.1.3 The vendor must provide their own tools.

4.1.1.4 The facility does not allow scissors in the facility. Vendor must use clippers/trimmers only.

4.1.1.5 Barber services are permitted on Wednesdays between 1:00 pm EST and 4:00 pm EST. A delay to the evening meal service may be expected if done during this time. The barber may take this time for his/her break and or mealtime as well.

Resident Haircuts

4.1.1.6 If the vendor needs to change the day, said change must be approved by the superintendent and/or designee of this facility.

4.1.1.7 If the Vendor is unable to complete any haircuts, the makeup day will be the following Wednesday after 1:00 pm EST.

4.1.1.8 Vendor must be able to pass a background check. Vendor will be subject to search and the necessary PREA Class as required by the facility.

Vendors will also be required to take additional training as required by the facility.

4.1.1.9 Vendor shall not subcontract the barber services. Should the vendor not be able to perform barber services on Sunday, the Superintendent and/or designee must approve another day of the week.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract will be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor must complete the Pricing Page by providing a flat rate amount for each resident haircut listed in section 4.1.1. Vendor must complete the Pricing Page in its entirety as failure to do so will result in vendor’s bid being disqualified.

Any product or service not on the Agency provided Pricing Pages will not be allowable.

The state cannot accept alternate pricing pages, failure to use Exhibit A – Pricing Page will lead to disqualification of vendors bid. A no-bid will result in disqualification of vendors bid.

The Pricing Pages contain a list of the Contract Services and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor must electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address: Nickole.R.Prowse@wv.gov

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency.

mailto:Nickole.R.Prowse@wv.gov

Resident Haircuts

7. PAYMENT: Agency shall pay per hair cut rate as shown on the Pricing Pages, for all Contract

Services performed and accepted under this Contract for the previous month. Vendor must accept payment in accordance with the payment procedures of the State of West Virginia.

8. INVOICING: Invoice shall be submitted for payment monthly (in arrears) and must include the following information: Date(s) of Services, master Contract Number, and complete address of Vendor.

9. TRAVEL: Vendor must be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

10. FACILITIES ACCESS:

10.1 Vendor must notify Agency immediately of any lost, stolen, or missing tools, cards, or keys.

10.2 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

10.3 Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

10.4 Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

10.5 Vendor shall inform all staff of Agency’s security protocol and procedures.

11. VENDOR DEFAULT:

11.1 The following shall be considered a vendor default under this Contract.

11.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.

11.1.2 Failure to comply with other specifications and requirements contained herein.

11.1.3 Failure to comply with any laws, rules, and ordinances applicable to the

Contract Services provided under this Contract.

Resident Haircuts

11.1.4 Failure to remedy deficient performance upon request.

11.2 The following remedies shall be available to Agency upon default.

11.2.1 Immediate cancellation of the Contract.

11.2.2 Immediate cancellation of one or more release orders issued under this

Contract.

11.2.3 Any other remedies available in law or equity.

12. MISCELLANEOUS:

13.1. Contract Manager: During its performance of this Contract, vendor must designate and maintain a primary Contract Manager responsible for overseeing vendor’s responsibilities under this Contract. The Contract Manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract Manager and his or her contact information below.

Contract Manager:

Telephone Number:

Fax Number:

Email Address: