ARFQ DCR27 6 Specifications.pdf
PDF 541 KB Posted
- Solicitation number
- ARFQ 0608 DCR2700000006 1
- Issued by
- Kanawha County, West Virginia
About this file
This is a Request for Quotation (RFQ) document issued by the West Virginia Department of Homeland Security Division of Administrative Services on behalf of the Eastern Regional Jail & Corrections Facility located in Martinsburg, WV. The solicitation seeks an open-ended contract for inmate haircut services at the facility. The facility estimates approximately 250 haircuts per month, with services required on Sundays and Wednesdays during business hours (Monday through Sunday, 8:00 AM to 5:00 PM EST), excluding federal and state holidays. The vendor must provide its own barber tools and may only use clippers or trimmers, as scissors are prohibited within the correctional facility. Inmates scheduled to receive haircuts will sign a weekly list as proof of service, which is compiled and submitted monthly for payment processing. The superintendent retains the right to increase the number of weekly haircuts at their discretion and may approve alternative service days if needed.
Vendors must meet specific qualification requirements, including being at least 18 years old, possessing a valid driver's license, and holding a current West Virginia Board of Barber and Cosmetology License with documentation provided in the bid response. The contract will be awarded to the vendor offering the lowest overall cost, with pricing submitted as a flat rate per resident haircut on the required Pricing Page (Exhibit A) through the wvOASIS system. Payment will be made monthly in arrears based on the per-haircut rate for services performed and accepted. Vendors are responsible for all mileage and travel costs associated with contract performance, which must be incorporated into the quoted rate. All vendor personnel must pass background checks, comply with facility security protocols, participate in required PREA training, and complete additional facility-mandated training. Vendors may not subcontract barber services and will be subject to facility search procedures and access control requirements.
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Text version
REQUEST FOR QUOTATION
Resident Haircuts for Eastern Regional Jail & Corrections Facility
ARFQ 0608 DCR2700000006
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 Eastern Regional Jail & Corrections Facility located at 94 Grapevine Road, Martinsburg, WV 25405, 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 Eastern Regional Jail &
Corrections Facility located at 94 Grapevine Road, Martinsburg, WV 25405.
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.
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 of a Correctional Facility.
4.1.1.2 The Facility estimates approximately 250-250 haircuts per month.
Facility will provide a list of inmates that are to receive a haircut each week and said inmate will sign by his/her name as proof haircut was received. Each week’s list will be turned into the Fiscal Office and compiled and paid monthly. Inmates refusing a haircut and or released from the facility after said list was made will be marked released and will not be paid.
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 Facility does not allow scissors in the facility. Vendor must use clippers/trimmers only.
4.1.1.5 Barber services must be performed on Sundays and Wednesdays of each week.
4.1.1.6 If 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 section on the haircut list, that section will be moved to the next scheduled haircut day. A list of inmates is provided to the Shift Supervisors on the evening before haircuts. Any section not completed as scheduled will automatically be carried over to the next haircut day.
4.1.1.8 Vendor must be able to pass a background check. Vendor will be subject to search, and necessary PREA Class as required by the facility. Vendor will also be required to take additional training as required by the facility.
4.1.1.9 Vendor shall not sub-contract the barber services. Should 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: Angela.S.Lewis@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.
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.
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:
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