Equipment and Systems Maintenance and Repairs Contract VDJC

The West Virginia Division of Corrections and Rehabilitation (DCR) is seeking a qualified contractor for an Equipment and Systems Maintenance and Repairs Contract at the Vicki V. Douglas Juvenile Center (VVDJC) located in Martinsburg, Berkeley County. The contract is an open-ended, one-year term with potential for four additional one-year renewals, focusing on comprehensive maintenance services for critical facility systems. Specific maintenance requirements include preventative biannual inspections, corrective maintenance, repairs, replacement parts, and installation of new devices for HVAC units, hot water heaters, water manifold systems, vent fans, and boilers. Contractors must possess a valid West Virginia Contractors License and maintain specific insurance coverages. Key procurement dates include a non-mandatory pre-bid meeting on October 8, 2025, at 10:00 AM EST, a deadline for questions on October 10, 2025, at 2:00 PM EST, and bid submissions due on October 17, 2025, at 10:30 AM EST. Evaluation will be based on submitted pricing, which includes rates for regular, overtime, holiday, and emergency labor, as well as a percentage markup on new equipment and parts.

The contract does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. Bidders must submit a bid bond of 5% of the total bid and comply with state regulations, including background checks, tool security, and safety requirements. The contract has a maximum total value of $500,000, covering all payments, renewals, and delivery orders. The estimated annual cost includes $20,000 for new equipment and parts, with anticipated labor hours of 100 regular, 16 overtime, 8 holiday, and 8 emergency hours. Pricing will be evaluated using a comprehensive approach that considers preventative maintenance costs (Subtotal A), corrective maintenance labor rates (Subtotal B), and markup percentages for new equipment and parts (Subtotal C). The primary point of contact for this solicitation is Philip K. Farley, reachable at philip.k.farley@wv.gov or (304) 549-1050, who can provide additional information about the procurement.