Equipment and Systems Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation is issuing an Agency Request for Quote (ARFQ) for an Equipment and Systems Maintenance and Repairs Contract at the Northern Correctional Facility and Jail in Moundsville, West Virginia. The procurement seeks qualified contractors to provide comprehensive preventative maintenance and inspections, corrective maintenance and repairs, replacement parts, and installation of new devices and equipment for HVAC rooftop units, air handling units, boilers, hot water heaters, heating pumps, vent fans, and associated systems as detailed in the solicitation exhibits. Key qualifications include obtaining a West Virginia Contractors License, maintaining Commercial General Liability and Automobile Liability Insurance at $1,000,000 per occurrence, and providing all technicians with a minimum of five years of experience and appropriate certifications including WV Electrician/Plumber licenses and EPA 608 HVAC certification. Pricing must be submitted on the required Exhibit D Pricing Page and shall include bi-annual preventative maintenance unit prices, corrective maintenance hourly labor rates for regular, overtime, holiday, and emergency work, and a percentage markup on parts with actual documented costs. A non-mandatory pre-bid meeting is scheduled for October 6, 2025, at 10:00 AM EST at the facility, written questions must be submitted by 2:00 PM EST on October 9, 2025, and sealed bids are due by 10:30 AM EST on October 16, 2025, with public opening at 11:00 AM EST the same day at the Division of Administrative Services in Charleston. Contractors must comply with facility security requirements including background checks, security orientation, and daily sign-in/sign-out procedures, and submit a bid bond of 5% of the total bid amount along with performance and labor/material payment bonds equal to the contract amount upon award.

The solicitation does not specify set-aside designations or restrictions limiting responses to particular organization types such as disadvantaged enterprises or small businesses. No incumbent vendors or current contractors are identified in the available documentation. The contract is structured as a one-year term with four potential one-year renewal periods, with a total contract value not to exceed $500,000.00 across all renewal periods and delivery orders, and does not include Consumer Price Index adjustments greater than 3% annually. The pricing structure anticipates estimated annual costs including approximately 100 hours of regular corrective maintenance labor, 16 hours of overtime, and 8 hours each of holiday and emergency labor, along with an estimated $20,000 annual cost for new equipment and parts subject to contractor-determined markup percentages. Interested vendors should contact Philip K Farley, the buyer for this solicitation, at (304) 549-1050 or philip.k.farley@wv.gov for additional information regarding this opportunity.