Equipment and Systems Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation (DCR) has issued an Agency Request for Quote (ARFQ) for an Equipment and Systems Maintenance and Repairs Contract covering the Eastern Regional Jail and Correctional Facility - Building No. 2 (ERJ&CF-B#2) and Martinsburg Correctional Center and Jail (MCC&J) located in Martinsburg, West Virginia. The procurement seeks a qualified contractor to provide comprehensive maintenance services, including preventative maintenance, inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment. Specific equipment covered includes ten condensing units, fifteen rooftop units, nineteen heating and cooling units, two compressor units, and four domestic hot water heater units. Required qualifications include possession of a valid West Virginia Contractors License and compliance with strict security protocols, including background checks and adherence to Prison Rape Elimination Act (PREA) guidelines. Key procurement dates include a non-mandatory pre-bid meeting scheduled for September 24, 2025, at 10:00 AM EST, with questions due by September 29, 2025, and bid submissions required by October 6, 2025, at 10:30 AM EST. The contract will have an initial one-year term with potential for four additional one-year renewals.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The contract is structured as an open-ended agreement with a total payment limit of $500,000, which encompasses the initial contract term, potential renewals, delivery orders, and change orders. Pricing will be evaluated based on a structure that includes biannual preventative maintenance, varied corrective maintenance hourly rates (regular, overtime, holiday, and emergency), and a percentage markup on new equipment, devices, and parts. The estimated annual hours for corrective maintenance are 132 hours across different rate categories, with an estimated $20,000 allocated for new equipment and parts. Bidders must complete a detailed Exhibit D pricing page, which will be used for bid evaluation. The procurement does not provide information about incumbent vendors or specific technology integration requirements. Contractors will be expected to work directly at the Martinsburg Correctional Center, with invoicing and shipping occurring at the same location.