Elevator Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation is issuing an Agency Request for Quotation (ARFQ 0608 DCR2600000066) for elevator maintenance and repair services at Stevens Correctional Center and Jail in Welch, West Virginia. This open-ended master agreement procurement seeks qualified contractors to provide preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment for one Otis passenger elevator (Model 0550E-VBAN-0003, 4,500-pound capacity, 5 landings) located at 795 Virginia Avenue, Welch, WV 24801. Required qualifications include authorization by equipment manufacturers, possession of a valid West Virginia Electrician's License, NEIEP Certification, and the ability to maintain continuous 24/7/365 emergency telephone service. Contractors must comply with all West Virginia Division of Corrections and Rehabilitation security requirements, including background checks and PREA acknowledgment forms for all personnel, and must provide a 5 percent bid bond of the overall cost with performance and labor/material bonds required after award. Key deliverables include quarterly preventive maintenance visits on a mutually agreed-upon schedule with detailed maintenance logs documenting service dates, personnel names, and time spent, as well as corrective maintenance with labor rates for regular, overtime, holiday, and emergency categories and percentage markups on parts and new equipment. The bid evaluation includes estimated annual costs of 100 regular corrective maintenance hours, 16 overtime hours, 8 holiday hours, 8 emergency hours, and $5,000 in parts costs for estimation purposes only. Pricing must be submitted on Exhibit D Revision No. 1, with all calculations completed or bids will be disqualified. A non-mandatory pre-bid meeting was held on October 31, 2025, at 10:00 AM EST; written questions were due by November 7, 2025, at 2:00 PM EST; and bids are due by November 19, 2025, at 10:30 AM EST, with public bid opening at 11:00 AM EST at the Division of Administrative Services office in Charleston.

The solicitation does not specify set-aside designations or restrictions on the types of organizations that can respond, nor does it identify disadvantaged enterprise requirements. No incumbent vendors or current contractors are listed in the available documentation. The contract requires integration with an existing Otis elevator system already installed at the facility, and successful contractors must ensure compatibility with this existing infrastructure and equipment. The initial contract term is one year with potential for four successive one-year renewals, with a maximum cumulative contract value of $500,000 across all contract terms and any change orders. Annual price adjustments are permitted at up to 3 percent or the prior year Consumer Price Index, whichever is less, subject to agency approval. The contract includes a one-year warranty on all parts and labor, and contractors should note that travel costs and time are their responsibility, with billable time beginning only upon facility sign-in.