Equipment and Systems Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation (DCR) is seeking a comprehensive Equipment and Systems Maintenance and Repairs Contract for the Gene Spadaro Juvenile Center located in Mt. Hope, West Virginia. The procurement is an Agency Request for Quote (ARFQ) targeting a contractor to provide extensive maintenance services, including preventative maintenance, inspections, corrective maintenance, repairs, replacement parts, and new equipment installation for various systems such as HVAC units, hot water heaters, water manifold systems, vent fans, and boilers. Qualified vendors must possess a West Virginia Contractors License and demonstrate capability to perform biannual preventative maintenance and respond to corrective maintenance needs with different labor rate categories including regular, overtime, holiday, and emergency services. The solicitation includes a non-mandatory pre-bid meeting scheduled for September 16, 2025, at 10:00 AM EST, with vendor questions due by 2:00 PM EST on September 19, 2025, and final bids required by 10:30 AM EST on September 26, 2025. Bidders will be evaluated based on their ability to meet comprehensive maintenance requirements, compliance with security protocols, and competitive pricing structure.

The contract has strict security requirements given its juvenile facility context, mandating vendor compliance with Prison Rape Elimination Act (PREA) guidelines, comprehensive background checks, and rigorous tool security protocols. While no specific set-aside designations are mentioned, vendors must provide proof of commercial general liability and automobile liability insurance. The contract term is one year with potential for four one-year renewals, and the total contract value is not to exceed $500,000, which includes all payments under the initial contract term, potential renewals, delivery orders, and change orders. The pricing structure allows for markup on new equipment, devices, and parts, with an estimated parts cost of $20,000 and estimated service hours across different labor categories. Vendors will be required to complete a detailed pricing page (Exhibit D) that includes company information, contractor license details, and an authorized signature. Interested contractors must demonstrate technical expertise in maintaining complex institutional equipment systems and ability to work within a secure juvenile corrections environment.