Equipment and Systems Maintenance and Repairs LCCJ

The West Virginia Division of Administrative Services, on behalf of the Division of Corrections and Rehabilitation, issued Agency Request for Quote (ARFQ) 0608 DCR2400000060 to procure comprehensive equipment and systems maintenance and repair services for the Lakin Correctional Center and Jail Facility located at 11264 Ohio River Road in West Columbia, Mason County, West Virginia. The solicitation seeks qualified contractors to provide preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment for an extensive inventory of HVAC systems, including rooftop units, air handlers, condensing units, boilers, hot water heaters, exhaust fans, mixing valves, and high-low water manifold systems serving multiple facility areas including administrative offices, inmate housing pods, dining halls, medical areas, and specialized spaces. Contractors must maintain a valid West Virginia Contractors License and obtain appropriate professional licensing or EPA certifications for electricians, plumbers, and HVAC technicians, along with compliance with facility security requirements including background checks for all personnel. The contract requires 24/7/365 emergency telephone service with response within two hours for standard corrective maintenance and thirty minutes for emergency requests, with on-site arrival within twenty-four hours and four hours respectively. Pricing shall be submitted on Exhibit D with unit pricing for preventative maintenance labor and materials, hourly rates for regular, overtime, holiday, and emergency corrective maintenance labor, and a percentage markup on parts from actual cost. A non-mandatory pre-bid meeting was scheduled for November 15, 2023, at 10:00 AM EST, with written questions due by November 28, 2023, at 2:00 PM EST directed to Mary R. Kemper at 304-957-8226 or mary.r.kemper@wv.gov, and sealed bids due December 5, 2023, at 10:30 AM EST with public opening at 11:00 AM EST.

No specific set-aside designations or restrictions limiting participation by disadvantaged enterprises have been identified in the solicitation materials. Addendum No. 2 clarified that no bid bond is required from prospective contractors, reducing financial barriers to entry. The solicitation does not identify incumbent vendors or current contractors, nor does it specify funding source limitations beyond the overall contract cap. The contract is structured as an open-ended master agreement with an initial term of one year from the date of encumbrance and three optional one-year renewal periods available at the mutual written consent of both parties and approval by the Division of Corrections and Rehabilitation and the Attorney General's office. Award will be made to the lowest responsible bidder meeting all specifications and requirements. The total contract value shall not exceed $500,000 across all initial and renewal terms, delivery orders, and change orders, with all contractors required to designate a primary contract manager prior to contract award.