Equipment and Systems Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation (DCR) issued an Agency Request for Quote (ARFQ) for an Equipment and Systems Maintenance and Repairs Contract at Gene Spadaro Juvenile Center located in Mt. Hope, West Virginia. This solicitation seeks to establish an open-ended master agreement for comprehensive maintenance and repair services covering HVAC rooftop units, hot water heaters and storage tanks, water manifold systems, vent fans, and building automation control systems. The contract requires vendors to provide preventative maintenance performed biannually during regular business hours, corrective maintenance with estimated annual labor hours of 132 hours across four labor rate categories (regular, overtime, holiday, and emergency), emergency services available 24/7/365, replacement parts with an estimated annual cost of $20,000, and installation of new devices and equipment. All technicians must possess a minimum of five years' experience and appropriate state licensure, including EPA 608 certification for HVAC technicians, valid electrician and plumber licenses, and a West Virginia Contractors License. Bidders must quote unit prices for biannual preventative maintenance labor and materials, hourly rates for each labor category, and a percentage markup on parts purchased at actual documented cost. Key dates include a non-mandatory pre-bid meeting on September 16, 2025 at 10:00 AM EST, written questions deadline of September 19, 2025 at 2:00 PM EST, and bid submission deadline of September 26, 2025 at 10:30 AM EST with public bid opening at 11:00 AM the same day. The contract term consists of one initial year with potential for four successive one-year renewals, contingent upon mutual written consent and Attorney General approval.

The solicitation documents do not indicate specific set-aside designations or restrictions on organization types that may respond to this procurement. Vendors must provide security documentation and NCIC background checks for all employees accessing the juvenile facility, maintain proof of $1,000,000 Commercial General Liability Insurance and $1,000,000 Automobile Liability Insurance, respond to corrective maintenance requests within two hours by phone and within 24 hours on-site (or 30 minutes for emergency requests with 4-hour on-site arrival), and comply with manufacturer specifications, West Virginia building codes, and the National Electric Code. No incumbent vendors or current contractors are identified in the available solicitation documents. The contract includes a total payment limit of $500,000 across the initial term, renewals, delivery orders, and change orders. Award will be made to one or more vendors capable of providing the full range of ongoing maintenance and repair services required to support facility operations.