Equipment and Systems Maintenance and Repairs Contract VDJC

The West Virginia Division of Corrections and Rehabilitation (DCR) has issued an Agency Request for Quote (ARFQ 0608 DCR2600000022) for an Equipment and Systems Maintenance and Repairs Contract at the Vicki V. Douglas Juvenile Center (VVDJC) located in Martinsburg, West Virginia. The procurement seeks a contractor to provide comprehensive maintenance services, including preventative maintenance, inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment for various systems such as HVAC units, hot water heaters, water manifold systems, vent fans, and boilers. The contract term is one year with potential for four one-year renewals, covering facilities in Berkeley and Jefferson Counties. Key procurement dates include a non-mandatory pre-bid meeting on September 18, 2025, a deadline for questions on September 23, 2025, and bid submissions due by 10:30 AM EST on September 30, 2025. Contractors must have a valid West Virginia Contractors License and comply with specific security and safety requirements for working in a juvenile detention facility, including adherence to the Prison Rape Elimination Act (PREA) guidelines. The evaluation will be based on the submitted pricing page, which includes rates for regular, overtime, holiday, and emergency labor, as well as a markup percentage for new equipment and parts.

While no specific set-aside designations for disadvantaged enterprises are mentioned in the documents, the contract requires detailed compliance with strict operational standards. The procurement includes an estimated pricing structure with 2 preventative maintenance visits annually, 100 hours of regular labor, 16 hours of overtime labor, 8 hours of holiday labor, 8 hours of emergency labor, and an estimated $20,000 for parts and new equipment. The total contract value is capped at $500,000, inclusive of the initial term and all potential renewals. The contract is structured as an open-ended agreement with no guaranteed minimum purchase quantities, providing flexibility for the juvenile center's maintenance needs. The primary contact for the solicitation is Philip K. Farley, who can be reached at philip.k.farley@wv.gov or (304) 549-1050, and invoices and deliveries will be processed through the Vicki V. Douglas Juvenile Center at 900 Emmett Rousch Drive in Martinsburg, WV. Interested contractors must carefully review the requirements, including security protocols and facility-specific maintenance expectations, before submitting their quotes.