Equipment and Systems Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation (DCR) has issued an Agency Request for Quote (ARFQ 0608 DCR2600000036) for an Equipment and Systems Maintenance and Repairs Contract at the North Central Regional Jail and Correctional Facility in Greenwood, West Virginia. This open-ended master agreement contract seeks qualified contractors to provide preventative maintenance, corrective maintenance, repairs, replacement parts, and installation of new devices for HVAC systems, boilers, hot water heaters and tanks, exhaust fans, air handlers, and building automation control systems. Key qualifications include possession of a valid West Virginia Contractors License, Commercial General Liability and Automobile Liability Insurance of $1,000,000 per occurrence, and employment of technicians with minimum five years' experience and appropriate certifications including EPA 608 for HVAC work. The contract encompasses biannual preventative maintenance unit pricing, hourly labor rates for regular hours (8:00 AM-5:00 PM Monday-Friday), overtime hours, holiday hours, and emergency response hours, plus a percentage markup on parts with an estimated $20,000 in annual equipment and parts costs. All work must comply with the National Electric Code, International Building Code, and International Mechanical Code, and contractors must provide 24/7/365 emergency telephone service with corrective maintenance response within two hours by phone and within twenty-four hours on-site. The non-mandatory pre-bid meeting is scheduled for September 23, 2025, at 10:00 AM EST, vendor questions must be submitted by 2:00 PM EST on September 26, 2025, and bids must be submitted by 10:30 AM EST on October 3, 2025, with public bid opening at 11:00 AM EST the same day.

The RFQ does not specify set-aside designations or restrictions limiting participation to specific enterprise classifications, indicating that all qualified vendors meeting the stated requirements are eligible to respond. No incumbent vendors or current contractors are identified in the solicitation materials. The initial contract term is one year with potential for four successive one-year renewal periods, and the contract value is limited to a maximum of $500,000 across all terms, delivery orders, and change orders. Contractors must comply with all Division of Corrections facility security requirements, including background checks and tool inventory protocols, and all correspondence must be copied to the DCR Director of Engineering, Construction, and Maintenance. Interested vendors may contact Philip K Farley, the buyer, at (304) 549-1050 or philip.k.farley@wv.gov for additional information.