Equipment and Systems Maintenance and Repairs at LCCJ

The West Virginia Division of Corrections and Rehabilitation is soliciting competitive bids through an Agency Request for Quote (ARFQ 0608 DCR2500000062) to establish an open-ended master agreement for equipment and systems maintenance and repairs services at the Lakin Correctional Center and Jail in Mason County. The contract encompasses preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment for approximately 75 pieces of HVAC and mechanical equipment, including rooftop units, hot water heaters and storage tanks, boilers, mixing valves, vent fans, and walk-in coolers and freezers manufactured by major vendors such as York, Trane, McQuay, Carrier, KeepRite, Bryan, AO Smith, and CemLine. Qualified contractors must possess a valid West Virginia Contractors License, demonstrate factory training and a minimum of five years' relevant experience, employ appropriately licensed technicians (electricians, plumbers, HVAC technicians with EPA 608 certification), and maintain $1,000,000 in Commercial General Liability and Automobile Liability insurance with the State named as additional insured. All contractor employees and subcontractors must complete NCIC background checks, PREA questionnaires, and security documentation, with background checks valid for one year and requiring annual renewal. The contractor must provide 24/7/365 emergency telephone service, respond to non-emergency requests within two hours with on-site arrival within 24 hours, and respond to emergency requests within 30 minutes with on-site arrival within four hours. A non-mandatory pre-bid meeting was held on December 10, 2024, at 10:00 AM EST; written questions were due by December 12, 2024, at 2:00 PM EST; and sealed bids are due by December 19, 2024, at 10:30 AM EST, with public opening at 11:00 AM EST the same day at the Division of Administrative Services office in Charleston. Award will be based on lowest overall cost evaluated from the pricing page totals, which include biannual preventative maintenance unit pricing, hourly labor rates for regular, overtime, holiday, and emergency corrective maintenance work, and a percentage markup on parts and materials.

No specific set-aside designations for disadvantaged enterprises or restrictions limiting organizational types are identified in the solicitation documents provided. The contract includes an initial one-year term with four potential one-year renewal periods, and the total contract value is capped at $500,000.00 encompassing all initial and renewal terms, delivery orders, and change orders. The pricing structure requires bidders to submit separate unit pricing for biannual preventative maintenance, distinct hourly rates for four categories of corrective maintenance labor, and a percentage markup on materials and parts, with all materials reimbursed at cost plus the quoted markup percentage and shipping costs reimbursed at pass-through with no markup. Travel time and mileage are the contractor's responsibility and are not reimbursable. A one-year warranty on installed parts and labor, plus manufacturer's warranty requirements, is mandatory. Performance bonds and bid bonds are not required, reducing financial barriers to entry. Interested contractors should direct inquiries to Philip K. Farley, the buyer, at (304) 549-1050 or philip.k.farley@wv.gov.