Equipment and Systems Maintenance and Repairs Contract VDJC

The West Virginia Division of Corrections and Rehabilitation is procuring an Equipment and Systems Maintenance and Repairs Contract (ARFQ 0608 DCR2600000056) for the Vicki V. Douglas Juvenile Center (VVDJC) in Martinsburg, Berkeley County. The solicitation seeks an open-ended master agreement for preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment for HVAC units, hot water heaters and storage tanks, water manifold systems, vent fans, and boilers at the facility located at 900 Emmett Rousch Drive. Bidders must provide unit pricing for biannual preventative maintenance services, hourly labor rates for corrective maintenance (regular, overtime, holiday, and emergency hours), and a markup percentage on parts with an estimated annual parts cost of $20,000 for bid evaluation purposes. The contract requires qualified contractors to maintain a valid West Virginia Contractors License, provide trained technicians with a minimum of five years' experience, maintain 24/7 emergency telephone service, carry commercial general liability insurance of at least $1,000,000 per occurrence and automobile liability insurance of at least $1,000,000 per occurrence with the State listed as an additional insured, and comply with all facility security requirements including background checks and PREA requirements for all employees. Key deadlines include a non-mandatory pre-bid meeting on October 8, 2025, at 10:00 AM EST, a written questions deadline of October 10, 2025, at 2:00 PM EST, a bid submission deadline of October 17, 2025, at 10:30 AM EST, and public bid opening at 11:00 AM EST on October 17, 2025. The initial contract term is one year with four potential successive one-year renewals, and performance and labor/material bonds equal to 100 percent of the contract price are required prior to award for the apparent low bidder.

The solicitation does not specify any set-aside designations or restrictions targeting disadvantaged or minority-owned enterprises. No incumbent vendor or current contractor information is disclosed in the available documents. Bidders must submit a bid bond equal to five percent of the total quoted price and meet all state and local licensing and regulatory requirements in good standing prior to award. The maximum contract value across all terms and renewals combined is limited to $500,000. Interested vendors should direct inquiries to Philip K. Farley, the assigned buyer, at (304) 549-1050 or philip.k.farley@wv.gov, and sealed bids should be submitted to the facility address at 900 Emmett Rousch Drive, Martinsburg, West Virginia 25401.