Equipment and Systems Maintenance and Repairs Contract LYRJC

The West Virginia Division of Administrative Services, on behalf of the Division of Corrections and Rehabilitation (DCR), issued a Request for Quotation (RFQ) to establish an open-ended equipment and systems maintenance and repairs contract for the Lorrie Yeager Jr. Juvenile Center located in Parkersburg, West Virginia in Upshur County. The solicitation seeks qualified contractors to provide preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment focused on HVAC systems, rooftop units, exhaust fans, and domestic hot water heaters at the facility. Bidders must submit pricing on Exhibit D that includes unit prices for bi-annual preventative maintenance services, hourly labor rates for regular labor (8:00 AM-5:00 PM Monday-Friday), overtime labor rates (5:01 PM-7:59 AM weekdays and all day Saturday/Sunday), holiday labor rates, emergency labor rates, and a percentage markup on materials. Qualifying contractors must demonstrate three years of relevant experience, maintain appropriate state licenses (including electrician, plumber, and HVAC EPA 608 certification), possess a valid West Virginia Contractors License, and commit to maintaining 24/7/365 emergency telephone service with a two-hour phone response and 24-hour on-site response capability for corrective maintenance requests. All personnel must comply with DCR facility security requirements, including background checks and security orientation. Key deadlines include a non-mandatory pre-bid meeting on September 19, 2023, at 10:00 AM EST, a vendor question deadline of September 26, 2023, at 2:00 PM EST, and a bid submission deadline of October 3, 2023, at 11:00 AM EST, with submissions directed to the Division of Administrative Services at 1124 Smith Street, Second Floor, Charleston, West Virginia 25301. Inquiries should be directed to buyer Mary R. Kemper at 304-957-8226 or mary.r.kemper@wv.gov.

The solicitation documentation does not specify any set-aside designations, disadvantaged enterprise restrictions, or incumbent contractor information. The contract is structured as a single line item open-ended master agreement under commodity code 72151201, with an initial contract term of one year and the potential for three successive one-year renewals. The total contract value shall not exceed $500,000.00 across all initial and renewal terms, delivery orders, and change orders. The contractor is responsible for furnishing all labor, materials, tools, equipment, and supplies, with replacement parts procured by the contractor and reimbursed by the agency at actual documented cost plus the quoted markup percentage, with no markup permitted on shipping and freight. While the pricing exhibit indicates estimated annual service hours of 100 regular hours, 16 overtime hours, 8 holiday hours, and 8 emergency hours along with an estimated baseline parts cost of $5,000.00, these quantities are noted as for bid evaluation purposes only and are not binding commitments. No existing infrastructure, technology integration requirements, or incumbent contractor information are identified in the available solicitation documentation.