CCTV system corrective maintenance

The State of West Virginia, through the Office of Shared Administration Operations/Purchasing on behalf of the Department of Health and Human Resources, is seeking an open-end contract for corrective maintenance services on the closed-circuit television (CCTV) system at William R. Sharpe, Jr. Hospital in Weston, West Virginia, located in Lewis County. The solicitation (ARFQ 0512 WSH2600000002) seeks vendors to provide all-inclusive corrective maintenance repairs for an existing CCTV infrastructure comprising 210 cameras, multiple network video recorders, and network switches distributed across five separate locations within the hospital facility. The existing system utilizes HIKVision equipment, specifically DS-2CD2512F-I and DS-2CD2132F-I cameras, DS9664NI-XT network video recorders, D-Link DGS-1210-10P network switches, and HIKVision IVMS 4200 video management software. Corrective maintenance is defined as repairs performed on an as-requested basis to address malfunctions or component failures, with individual projects capped at $25,000; any project exceeding this threshold must proceed through formal competitive bidding. Vendors must submit pricing based on two line items: regular hourly labor rates (estimated at 50 hours for evaluation purposes) and a percentage markup on replacement parts, calculated using a $100 baseline for bidding comparisons, with awards made to the lowest qualified bidder meeting all specifications. Vendors must demonstrate a minimum of three years' experience with qualified technicians, comply with federal and state regulations, obtain all necessary permits and licenses, and provide a dedicated contract manager available during normal business hours. A mandatory pre-bid meeting is scheduled for September 23, 2025, at 10:00 AM at the hospital facility; written questions must be submitted by September 30, 2025, at 12:00 PM; and all bids must be delivered to the Office of Shared Administration Operations/Purchasing at One Davis Square, First Floor, Room 107, Charleston, West Virginia 25301, by 1:30 PM on October 7, 2025.

There are no specific set-aside designations or restrictions limiting organizations from responding to this solicitation, though the contract may be subject to federal funding compliance requirements, including affirmative action provisions for minority businesses and women's business enterprises, federal labor standards, and prohibitions on certain foreign telecommunications and video surveillance equipment. The existing HIKVision CCTV infrastructure represents the baseline technology with which the successful vendor must maintain compatibility; vendors may propose NDAA-compliant replacement equipment if compatible with the existing system and VMS software. The system has experienced annual maintenance cost increases from an estimated $10,000–$15,000 in early years to approximately $40,000 in the past twelve months, reflecting typical wear and tear repairs including network video recorder and hard drive replacements. Invoices under $5,000 are processed via credit card within ten business days, while invoices exceeding $5,000 or those not accepting credit card payment follow a 45–60 day state check issuance process. No incumbent vendor or specific contract value is identified in the solicitation documents, though the open-end contract structure allows for variable spending based on actual maintenance needs. All bids must comply with West Virginia Department of Health and Human Resources Master Terms and Conditions, include completion of the Addendum Acknowledgment Form confirming receipt of all four addenda issued to date, and be submitted through the wvOASIS system or by hand delivery.