Equipment and Systems Maintenance and Repairs Contract RLSJC

The West Virginia Division of Corrections and Rehabilitation is soliciting competitive bids for an open-ended Equipment and Systems Maintenance and Repairs Contract (ARFQ 0608 DCR2600000023) for Robert L. Shell Juvenile Center in Barboursville, Cabell County. The procurement encompasses preventative maintenance and inspections, corrective maintenance labor, repairs, replacement parts, and installation of new devices and equipment for facility systems including fifteen rooftop HVAC units manufactured by Trane and Daikin, hot water heaters and storage tanks, vent fans, boilers, exhaust fans, and a building automation system. Bidders must submit pricing using the mandatory Pricing Page (Exhibit D) establishing unit prices for bi-annual preventative maintenance labor, hourly rates for four corrective maintenance labor categories (regular, overtime, holiday, and emergency), and a percentage markup on replacement parts. Required qualifications include West Virginia licensing, a minimum of five years' experience in systems maintenance, EPA certification, vocational HVAC certifications, and documented factory training. The corrective maintenance response requirements mandate a two-hour telephone response with twenty-four-hour on-site arrival for standard requests and thirty-minute response times with four-hour on-site arrival for emergencies; preventative maintenance will be performed bi-annually on a mutually agreed schedule during regular business hours. Key deadlines include a non-mandatory pre-bid meeting on September 22, 2025, at 10:00 AM EST, written question submission deadline of September 25, 2025, at 2:00 PM EST, and sealed bid submission deadline of October 2, 2025, at 10:30 AM EST, with public bid opening scheduled for 11:00 AM EST the same day in Charleston, West Virginia.

There are no indicated set-aside designations or restrictions limiting the types of organizations that may respond to this procurement, and no incumbent vendors or current contractors are identified in the available solicitation documentation. Successful contractors must obtain a 5% bid bond prior to submission and provide proof of a West Virginia Contractors License, Commercial General Liability Insurance with a minimum of $1,000,000 per occurrence, and Automobile Liability Insurance with a minimum of $1,000,000 per occurrence prior to contract award. All contractors must comply with facility security requirements, background checks, and PREA compliance documentation and maintain 24/7/365 emergency telephone service. The contract is structured as a master agreement with an initial one-year term and the potential for four successive one-year renewal periods, with pricing remaining firm for the contract life unless a Consumer Price Index adjustment capped at 3% is approved thirty days prior to contract anniversary. The total contract value is capped at $500,000.00 across all contract years and renewal terms, with corrective maintenance estimated at 100 annual regular hours, 16 overtime hours, 8 holiday hours, and 8 emergency service hours, and new equipment, devices, and parts estimated at $20,000 annually. The award is contingent upon legislative appropriation of funds.