Elevator Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation (DCR) has issued a Request for Quotation (ARFQ 0608 DCR2600000066) for comprehensive elevator maintenance and repair services at Stevens Correctional Center and Jail, located in Welch, WV. The contract covers preventive maintenance, corrective maintenance, repairs, and installation of replacement parts for a single Otis Elevator Company passenger elevator with a 4,500-pound capacity and five landings. Contractors must provide quarterly preventive maintenance, perform corrective maintenance with 24/7/365 emergency telephone service, and respond to maintenance calls within four hours. Key deliverables include quarterly maintenance logs, third-party safety inspections, and annual safety testing in accordance with American Standard Safety Code A17.1-ASA. The solicitation requires vendors to submit detailed pricing information, including unit prices for preventive maintenance, hourly rates for various maintenance types (regular, overtime, holiday, and emergency), and a percentage markup on parts. A non-mandatory pre-bid meeting was scheduled for October 31, 2025, at 10:00 AM EST, with vendor questions due by November 7, 2025, at 2:00 PM EST. The revised bid submission deadline is November 19, 2025, at 10:30 AM EST.

The contract requires contractors to maintain specific qualifications, including a valid West Virginia Contractors License, commercial general liability and automobile liability insurance of at least $1,000,000 per occurrence, and a mandatory bid bond equal to five percent of the overall bid cost. All employees working at the facility must complete NCIC background checks, Prison Rape Elimination Act (PREA) questionnaires, and security compliance certifications. Performance and labor/material payment bonds equal to 100 percent of the contract value are required prior to award. The initial contract term is one year with potential for four one-year renewals, and the total contract value cannot exceed $500,000.00 across all terms. Parts costs will be reimbursed at actual documented cost plus the contractor's quoted percentage markup, with shipping and freight charged at pass-through cost without markup. No specific set-aside designations or restrictions for disadvantaged enterprises were mentioned in the documentation. The estimated annual parts cost for bid evaluation is $5,000.00, with estimated corrective maintenance hours of 100 regular, 16 overtime, 8 holiday, and 8 emergency hours.