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 Stevens Correctional Center in Welch, West Virginia. This open-ended master agreement contract solicits bids for comprehensive preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment for approximately 40 pieces of facility infrastructure, including rooftop HVAC units from manufacturers such as Trane, Carrier, Fujitsu, and Mitsubishi, hot water heaters, circulator pumps, chase heaters, and gate electrical systems. Qualified contractors must possess a West Virginia Contractors License, provide evidence of factory training with a minimum of five years' experience, and employ appropriately licensed technicians including electricians, plumbers, and HVAC specialists with EPA 608 certification. Required insurance coverage includes $1,000,000 Commercial General Liability and $1,000,000 Automobile Liability with the State named as additional insured. The pricing structure requires submission on Exhibit D with unit prices for bi-annual preventative maintenance labor, hourly labor rates for corrective maintenance across regular, overtime, holiday, and emergency classifications (estimated at 100 regular, 16 overtime, 8 holiday, and 8 emergency hours annually), and a percentage markup on parts and new equipment with an estimated annual parts cost of $20,000. A non-mandatory pre-bid meeting is scheduled for September 17, 2025, at 10:00 AM EST at Stevens Correctional Center, with vendor questions due by September 22, 2025, at 2:00 PM EST, and bids due September 29, 2025, at 10:30 AM EST with opening at 11:00 AM EST in Charleston, West Virginia. Corrective maintenance response requirements include 24-hour performance windows for standard requests and 4-hour performance windows for emergency requests, with 24/7/365 emergency telephone service mandatory.

The solicitation does not identify any set-aside designations for disadvantaged enterprises or restrictions limiting participation to specific organization types. All personnel assigned to work on-site must complete security background checks (NCIC), sign security certificates, and comply with facility security protocols including sign-in/sign-out procedures, tool accountability, and contraband restrictions. The State reserves the right to competitively bid any repair or part exceeding $2,500, and all contract awards are contingent upon legislative appropriation of funds. The contract term is structured as one year with potential renewal for four successive one-year periods, not to exceed a total contract value of $500,000 across all initial and renewal terms. No incumbent vendor information or existing infrastructure integration requirements beyond the specified equipment types are identified in the solicitation documents.