Equipment and Systems Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation is issuing a Request for Quotation (ARFQ 0608 DCR2600000035) for an Equipment and Systems Maintenance and Repairs Contract at the Eastern Regional Jail and Correctional Facility, Building No. 2 (Martinsburg Correctional Center and Jail) in Berkeley County. The procurement seeks an open-ended contract providing preventative maintenance and inspections performed bi-annually, corrective maintenance labor, repairs, replacement parts, and installation of new devices and equipment. The equipment covered includes ten condensing units (York manufacture), fifteen rooftop HVAC units (York manufacture), nineteen heating and cooling units from multiple manufacturers (Reznor, Aaon, York, Carrier, and Mitsubishi), two refrigeration compressor units (Cold Zone manufacture), and four domestic hot water heater units (Lochinvar manufacture). The contractor must provide continuous 24/7/365 emergency telephone service with a two-hour telephone response requirement and twenty-four-hour on-site arrival for corrective maintenance needs. Required qualifications include a minimum of five years' experience and appropriate state licenses or certifications such as a West Virginia Contractors License, Electricians License, Plumbers License, HVAC EPA 608 Certification, or completion of an HVAC vocational program. All personnel must pass NCIC background checks and comply with Prison Rape Elimination Act (PREA) requirements. Pricing must be submitted on the provided Exhibit D Pricing Page with unit prices for preventative maintenance labor, hourly rates for corrective maintenance labor in four categories (regular, overtime, holiday, and emergency), and a percentage markup on parts and new equipment estimated at $20,000 annually. Critical deadlines include a non-mandatory pre-bid meeting on September 24, 2025, at 10:00 AM EST; a written questions deadline of September 29, 2025, at 2:00 PM EST; and bid submission by October 6, 2025, at 10:30 AM EST with public bid opening at 11:00 AM EST at the Division of Administrative Services office in Charleston. Award will be made to the lowest responsible bidder meeting all specifications, with evaluation based on compliance with technical requirements and pricing competitiveness.

The solicitation does not specify set-aside designations or restrictions limiting responses to particular organization types or disadvantaged enterprises based on the available documentation. No incumbent contractor information or current contractor details are identified in the procurement materials. The contractor must maintain Commercial General Liability Insurance and Automobile Liability Insurance at $1,000,000 per occurrence, with the State listed as additional insured. The contract is structured as a one-year initial term with potential for four successive one-year renewals contingent on mutual written consent and approvals from the Division of Corrections and Rehabilitation and the Attorney General's office. The total contract value is capped at $500,000 including the initial term, all renewal options, and all delivery orders. Interested vendors should contact Philip K. Farley, the buyer, at (304) 549-1050 or philip.k.farley@wv.gov for additional information regarding specifications and contract terms.