Equipment and Systems Maintenance and Repairs Contract VDJC

The West Virginia Division of Corrections and Rehabilitation is soliciting bids for an Equipment and Systems Maintenance and Repairs Contract (ARFQ 0608 DCR2600000022) for the Vicki V. Douglas Juvenile Center located in Martinsburg, Berkeley and Jefferson Counties. The procurement seeks to establish an open-ended master agreement for preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment for critical facility systems including HVAC systems (Trane rooftop units), refrigeration equipment (Heatcraft freezers and refrigerators), water heating systems, hot water storage tanks, high/low water manifolds, mixing valves, vent fans, and boiler systems. Bidders must submit separate unit pricing for bi-annual preventative maintenance services, hourly rates across four labor categories (regular labor at $8:00 AM-5:00 PM Monday-Friday; overtime labor at $5:01 PM-7:59 AM Monday-Friday and all-day weekends; holiday labor; and emergency labor), and a percentage markup on parts and new equipment based on an estimated annual cost of $20,000. Required qualifications include possession of a West Virginia Contractors License prior to award, maintenance of Commercial General Liability and Automobile Liability Insurance of at least $1,000,000 per occurrence, completion of NCIC background checks and security orientation, execution of confidentiality agreements, and the ability to provide 24/7/365 emergency telephone service with a guaranteed 24-hour onsite response for corrective maintenance and 4-hour response for emergencies. A non-mandatory pre-bid meeting is scheduled for September 18, 2025, at 10:00 AM EST at the facility, written questions must be submitted by September 23, 2025, at 2:00 PM EST, and sealed bids are due by September 30, 2025, at 10:30 AM EST with public bid opening at 11:00 AM EST the same day. The contract will be awarded to the lowest responsible bidder meeting all specifications, with an initial one-year term and potential for four successive one-year renewal periods contingent upon mutual written consent and West Virginia Attorney General approval.

No set-asides or restrictions on organization types have been identified in this solicitation, and no incumbent vendors or current contractors are specified in the available documentation. The procurement does not reference any requirements for disadvantaged enterprise certifications or minority-owned business participation. The total contract value is capped at $500,000 across all renewal terms and change orders, providing a defined budget ceiling for the five-year potential contract period. Interested vendors should direct inquiries to Philip K. Farley, the buyer contact at the West Virginia Department of Administration, who can be reached at (304) 549-1050 or philip.k.farley@wv.gov. All proposals must be submitted with vendor signature and Federal Employer Identification Number (FEIN), and all bids are subject to the terms and conditions outlined in the complete solicitation documents.