Addendum #1: Equipment and Systems Maintenance and Repairs

The West Virginia Division of Administrative Services, on behalf of the Division of Corrections and Rehabilitation (DCR), issued Request for Quotation (RFQ) DCR2000000042 for an Equipment and Systems Maintenance and Repairs Contract at the Tygart Valley Regional Jail and Correctional Facility in Belington, West Virginia. This solicitation seeks an open-ended contract for preventative maintenance, inspections, corrective maintenance, repairs, replacement parts, and installation services for HVAC rooftop units, exhaust fans, domestic hot water heaters, boilers, building automation systems, heat exchangers, and makeup air units. All technicians must possess a minimum of three years' experience, and contractors must maintain appropriate state licenses including a West Virginia Contractor's License, electrician and plumber licenses as applicable, and EPA 608 Certification for HVAC work. The contract structure requires unit pricing for biannual preventative maintenance labor, hourly rates for corrective maintenance labor (covering regular, overtime, holiday, and emergency hours), and a percentage markup on parts with actual documented costs. The contractor must furnish all equipment, tools, and expendable materials at no cost to the Agency, except for replacement parts which are reimbursed with the quoted markup. Critical deadlines included a non-mandatory pre-bid meeting on November 5, 2019, at 1:00 PM EST; a question submission deadline of November 8, 2019, at 2:00 PM EST; and a bid opening on November 14, 2019, at 1:30 PM EST. The contract term is one year with potential for three successive one-year renewals, and the contract will be awarded to the lowest responsible bidder meeting all specifications.

The solicitation documentation does not identify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information. Contractors must comply with all DCR security requirements, including background checks for all on-site personnel, tool accountability procedures, and vehicle parking restrictions within the perimeter fence. Commercial General Liability Insurance of at least $1,000,000 per occurrence is required, and the contractor must establish 24/7/365 emergency telephone service with a two-hour telephone response time and twenty-four-hour on-site response for corrective maintenance calls. All work must comply with current National Electric Code, International Building Code, International Mechanical Code, and NFPA standards. The procurement documents do not specify an award value or budget range. Interested vendors should contact Philip K. Farley at the West Virginia Department of Central Regional at (304) 558-2036 or philip.k.farley@wv.gov for additional information regarding contract specifications and requirements.