Eight (8) Seperate Emergency Generator Contracts

The West Virginia Division of Corrections and Rehabilitation (DCR) is procuring eight separate one-year emergency generator contracts through an Agency Request for Quote (ARFQ) process, with potential for four successive one-year renewals subject to mutual written consent and approval by DCR and the Attorney General's office. The procurement covers preventative maintenance, inspections, load bank testing, corrective maintenance, parts supply, and emergency generator rental services for diesel-powered generators ranging from 80 kW to 1,100 kW capacity across eight correctional and juvenile detention facilities located in Berkeley, Hampshire, Marshall, McDowell, and Tucker counties. The eight facilities include Eastern Regional Jail and Correctional Facility (Building 1 and Building 2) in Martinsburg, Northern Regional Jail and Correctional Facility in Moundsville, Potomac Highlands Regional Jail and Correctional Facility in Augusta, J.M. Chick Buckbee Juvenile Center in Augusta, Kenneth Honey Rubenstein Juvenile Center in Davis, Vicki V. Douglas Juvenile Center in Martinsburg, and Stevens Correctional Center and Jail in Welch, with equipment manufactured by Kohler, Cummins, Detroit Diesel, or Caterpillar. Vendors must provide unit pricing for annual preventative maintenance, corrective maintenance hourly rates (regular, overtime, holiday, and emergency labor), per-trip service charges, parts markup percentages, and emergency generator rental options for single, double, and triple shift coverage with rental periods of one day, one week, or one month, based on estimated annual usage of 24 regular labor hours, 8 overtime hours, 4 holiday hours, 4 emergency hours, and 3 service trips per facility. The solicitation was issued on October 23, 2025, with a questions deadline of November 7, 2025, at 2:00 PM EST and bids due by November 14, 2025, at 10:30 AM EST, with public bid opening scheduled for 11:00 AM EST on the same date. Qualified contractors must maintain a valid West Virginia Contractors License, provide commercial general liability and automobile liability insurance at $1,000,000 minimum per occurrence, comply with all security requirements at DCR facilities including background checks and PREA compliance, maintain 24/7/365 emergency telephone service, and submit pricing on provided Exhibit D and E pricing pages with company name, address, phone number, email address, and authorized signature. Bids should be submitted to the Division of Corrections Central Office located at 1409 Greenbrier Street, Suite 300, Second Floor, Charleston, West Virginia, with inquiries directed to Philip K. Farley at (304) 549-1050 or philip.k.farley@wv.gov.

The solicitation documents do not specify set-aside designations or restrictions limiting responses to disadvantaged enterprises or specific organizational categories, indicating that the procurement is open to all qualified vendors meeting the stated qualifications and insurance requirements. No incumbent vendors or current contractors are identified in the available documentation. A mandatory bid bond equal to 5% of the total contract bid amount is required at submission, and the apparent successful vendor must provide performance and labor/material payment bonds equal to 100% of the facility bid amount prior to contract award, with all bonding costs to be included within bid pricing rather than listed as separate line items. The total contract value is limited to $500,000 across the initial one-year term and any successive one-year renewals combined, with pricing subject to adjustment requests thirty days prior to contract anniversary based on Consumer Price Index comparison, limited to the lesser of prior-year CPI or 3%, subject to agency approval. Eight separate one-year contracts will be awarded—one per facility—to the lowest responsive bidder meeting specifications for each individual location, with contract performance becoming effective upon encumbrance with the Notice to Proceed.