Emergency Generator Contract

The West Virginia Division of Corrections and Rehabilitation is issuing an Agency Request for Quote (ARFQ 0608 DCR2600000028) for emergency generator maintenance and rental services at Stevens Correctional Center and Jail in Welch, McDowell County. The procurement seeks qualified contractors to provide preventative maintenance, inspections, load bank testing, corrective maintenance, and emergency generator rental services for a Cummins 1100 kW diesel emergency generator unit. Deliverables include four annual preventative maintenance visits (PM1 through PM4), hourly labor services at various rates (regular, overtime, holiday, and emergency), per-trip corrective maintenance charges, parts and supplies on a cost-plus basis, and tiered emergency generator rental options for single, double, and triple shift deployments at daily, weekly, and monthly rates. Contractors must be West Virginia licensed, factory-trained with a minimum of three years' experience on internal combustion emergency generators, maintain 24/7/365 emergency telephone service, and comply with facility security requirements including background checks, drug-free workplace policies, and PREA compliance. A non-mandatory pre-bid meeting is scheduled for September 16, 2025 at 11:00 AM EST at the facility. Written questions must be submitted by September 23, 2025 at 2:00 PM EST to Philip K. Farley at philip.k.farley@wv.gov. Sealed bids are due by September 30, 2025 at 10:30 AM EST, with public bid opening at 11:00 AM EST the same day at the Division of Administrative Services in Charleston. Pricing must be submitted on the provided Exhibit D pricing page with unit prices for all service categories, and all bids must include a 5% bid bond based on the total facility bid amount.

The solicitation documents do not specify designated set-asides or restrictions on organizational types eligible to respond. No incumbent vendors or current contractors are identified in the procurement materials. The contract is structured as a one-year initial term with potential for four successive one-year renewals, subject to mutual written consent and approval by the agency. Pricing shall remain firm for the contract life, and the total contract value shall not exceed $500,000 across the initial term, all renewals, and any change orders. The estimated annual hours for corrective maintenance are 24 regular hours, 8 overtime hours, 4 holiday hours, and 4 emergency hours, with estimated annual trips of 3 and baseline parts costs of $2,000; however, these figures are provided for bid evaluation purposes only and do not represent guaranteed quantities. Contractors must demonstrate their capability to respond to emergency repairs with phone response within two hours and on-site arrival within 24 hours, and to emergency declarations with phone response within 30 minutes and on-site arrival within three hours.