Barber Services - PHRJ

The West Virginia Department of Corrections and Rehabilitation, on behalf of the Potomac Highlands Regional Jail (PHRJ) located in Augusta, West Virginia, issued an Abbreviated Request for Quote (ARFQ 0608 DCR2400000083) for barber services to provide inmate haircuts. The procurement seeks 500 haircuts annually under a one-year initial contract term with options for three successive one-year renewals at the mutual written consent of both parties. The selected vendor must be a licensed barber or cosmetologist in good standing in West Virginia, at least 18 years old with a valid West Virginia driver's license, and must pass a required background check. Key service requirements include providing haircuts at least once monthly on Monday through Friday between 8:00 AM and 4:00 PM, with scheduling coordinated with jail counseling staff, allowing each inmate one haircut per month. The vendor must provide all tools and supplies, use clippers or trimmers only (scissors are prohibited), accommodate all hair types, and bear all mileage and travel costs within the quoted rate. Pricing must be submitted on a per-haircut flat-rate basis with extended amounts calculated on estimated monthly haircuts, and contract award will be made to the vendor offering the lowest overall total cost. A mandatory pre-bid meeting attendance is required for all vendors, with failure to attend resulting in bid disqualification. Technical questions are due by February 1, 2024, at 2:30 PM EST, bids are due February 7, 2024, at 2:30 PM EST, and bid opening occurs February 8, 2024, at 10:00 AM EST, all at the Division of Administrative Services office in Charleston, West Virginia.

The solicitation contains no specific set-aside designations or restrictions targeting disadvantaged enterprises, and no incumbent vendor information is provided. However, all prospective vendors must execute a notarized Purchasing Affidavit affirming they are not in default on any monetary obligations owed to the state or its political subdivisions and do not owe aggregate debts exceeding one thousand dollars, with limited exceptions for contested or payment-planned obligations. Additionally, vendors must submit a Drug Free Workplace Conformance Affidavit certifying compliance with West Virginia Code 21-1D-5 and maintaining a written drug-free workplace policy. The vendor must maintain commercial general liability insurance of at least $100,000 per occurrence with the state listed as an additional insured, accept payment by electronic funds transfer or P-Card, and comply with all federal, state, and local laws. Pricing must remain firm for the life of the contract, with payment made monthly in arrears only after delivery and acceptance of services. No subcontracting is permitted, and the state reserves the right to cancel the contract with 30 days' written notice. The specific award value or budget range is not disclosed in the solicitation documents.