CCTV system corrective maintenance

The State of West Virginia, specifically the Department of Health and Human Resources for William R. Sharpe, Jr. Hospital located in Lewis County, is seeking a contract for CCTV System Corrective Maintenance. This open-end contract will provide maintenance services for an existing surveillance infrastructure that includes HIKVision cameras (DS-2CD2512F-I and DS-2CD2132F-I models), a HIKVision DS9664NI-XT Network Video Recorder, D-Link DGS-1210-10P network switches, and HIKVision IVMS 4200 VMS software. The solicitation requires vendors to have a minimum of three years' experience and qualified technicians to perform corrective maintenance and replace parts on an as-requested basis during standard hours (8:00 AM to 5:00 PM, Monday through Friday). Key procurement dates include a mandatory pre-bid conference on September 23, 2025, at 10:00 AM, a vendor question deadline of September 30, 2025, at 12:00 PM, and bid submissions due on October 7, 2025, at 1:30 PM. The contract will be awarded to the vendor with the lowest total cost meeting all specifications, with a project cap of $25,000 for individual maintenance jobs.

The procurement includes provisions for small, women-owned, and minority-owned businesses, and may be partially or wholly funded with federal funds, which requires compliance with additional federal procurement regulations. Vendors must carry specific insurance, including $1,000,000 in Commercial General Liability and Automobile Liability Insurance, and must have a West Virginia Contractor's License. The solicitation is subject to federal funds contract clauses, which mandate affirmative steps to include small and minority businesses, preferences for U.S.-produced goods, and compliance with equal employment opportunity standards. Vendors must complete an OSA Purchasing Affidavit confirming they have no outstanding monetary obligations to the state. While no specific budget range is explicitly stated, the open-end contract structure suggests flexibility in potential spending, with individual maintenance jobs capped at $25,000 and the potential for contract renewals up to 36 months total. The contract will require vendors to provide cost estimates for each maintenance job and obtain hospital authorization before performing any work.