Elevator Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation (DCR) is soliciting bids through Request for Quotation (RFQ) ARFQ 0608 DCR2600000026 to establish an open-ended master agreement for elevator maintenance and repair services at Stevens Correctional Center and Jail (STCC&J) in Welch, West Virginia. The contract encompasses preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment for one Otis Elevator Company passenger elevator (Model 0550E-VBAN-0003, 4,500-pound capacity, five landings). Qualified contractors must be licensed West Virginia elevator maintenance contractors with manufacturer authorization, appropriate certifications including a West Virginia Electrician's License and NEIEP Certification or equivalent, and documented experience maintaining elevator systems of comparable type and magnitude. Contractors must provide Commercial General Liability and Automobile Liability Insurance of at least $1,000,000 per occurrence, maintain 24-hour emergency telephone service, and comply with all DCR facility security requirements including background checks, security orientation, and Prison Rape Elimination Act (PREA) requirements. Bidders must submit pricing on the provided Exhibit D Pricing Page, specifying monthly preventative maintenance unit prices, hourly rates for regular, overtime, holiday, and emergency labor for corrective maintenance, and a percentage markup on parts costs based on an estimated annual parts cost of $5,000. The bid submission deadline was extended to October 7, 2025, at 10:30 A.M. E.S.T., with bids opening publicly at 11:00 A.M. E.S.T. at the Division of Administrative Services in Charleston, West Virginia; a non-mandatory pre-bid meeting was held on September 16, 2025, and written questions were due by 2:00 P.M. E.S.T. on September 23, 2025. Award will be made to the lowest responsible bidder meeting all specifications based on the overall cost calculation from Exhibit D.

No specific set-asides or restrictions on organizational types responding to this procurement have been identified in the solicitation documents. The solicitation does not identify an incumbent contractor or existing contractual arrangement that would require continuity with current service providers. The contract structure is an open-ended agreement with an initial term of one year and four potential one-year renewal periods, with contract performance commencing upon Notice to Proceed from the date of encumbrance listed on the award document. The total contract value is limited to $500,000 across the initial term, all renewal periods, and any change orders combined. A bid bond equal to five percent of the total bid amount is required at submission, and performance and labor/material payment bonds equal to 100 percent of contract value must be provided prior to award. Inquiries regarding this procurement should be directed to Philip K. Farley, the assigned buyer, at (304) 549-1050 or philip.k.farley@wv.gov.