Contract Dietary Service

The State of West Virginia, Office of Shared Administration Operations/Purchasing, issued an Agency Request for Quote (ARFQ) for dietary services on behalf of Hopemont Hospital in Tucker County, Terra Alta, West Virginia. This solicitation (ARFQ 0512 HOP2500000004) sought a qualified vendor to manage and operate the hospital's Dietary Department, providing two snacks and three meals daily, 365 days per year, to facility residents. The vendor must employ qualified dietary staff and management personnel, including a Certified Management Supervisor working on-site, capable of meeting food production needs seven days per week and commencing services within four weeks of contract award. Required qualifications include a minimum of three years' experience managing large-scale dietary operations, possession of all required licenses and permits to operate a dietary department in a long-term care facility (including Food Handler Training and Food Manager licenses per West Virginia Code 16-2-16), and compliance with all Federal, State, and Local food production regulations, Centers for Medicare and Medicaid Services (CMS) requirements, and facility collaboration with physicians and dieticians. The contract compensation structure consists of two components: Line 1 covering fixed weekly labor costs and personnel expenses (including benefits and compliance data costs) billed at 52 weeks annually, and Line 2 covering monthly variable costs for food, supplements, snacks, supplies, chemicals, and paper and plastic materials for 12 months. The vendor is responsible for procuring all food items, maintaining a three-day emergency supply, providing their own internet connection, assuming all travel and mileage costs, and designating a primary contract manager available during business hours. A pre-bid meeting was scheduled for August 11, 2025, at 1:00 PM at Hopemont Hospital (450 Hopemont Drive, Terra Alta, WV 26764) with a facility and kitchen tour; written questions were due by August 13, 2025, at 1:00 PM; and the original bid submission deadline was August 19, 2025, at 2:30 PM, with a revised deadline of August 26, 2025, at 2:30 PM established through addendum.

However, Addendum 4, issued on August 19, 2025, cancelled the entire solicitation due to the sale of the facility, rendering this procurement opportunity no longer available. The solicitation incorporated federal procurement compliance requirements through the Federal Funds Addendum, establishing separate evaluation tracks for state-level and county/local procurement to ensure compliance with 2 C.F.R. 200.317 through 200.327, and required vendors to acknowledge receipt of all addenda to avoid bid disqualification. Vendors were required to certify compliance with federal provisions including minority business enterprise and women's business enterprise participation standards, domestic preferences for U.S.-produced goods, equal employment opportunity standards, anti-kickback compliance, clean air and water act compliance for contracts exceeding $150,000, debarment and suspension verification through the System for Award Management, and Byrd Anti-Lobbying Amendment certification for awards exceeding $100,000. No specific incumbent vendor, set-aside designations, or award value ranges were identified in the solicitation documents prior to cancellation. All inquiries regarding the procurement were to be directed to Roberta A. Wagner, designated buyer, at (304) 558-0437 or roberta.a.wagner@wv.gov, with bids submitted to the Office of Shared Administration Operations/Purchasing at One Davis Square, First Floor, Room 111, Charleston, West Virginia 25301. The solicitation utilized commodity code 85151607 and was covered in part or entirely by federal funds.