Equipment and Systems Maintenance and Repairs NCRJCF

The West Virginia Division of Administrative Services, on behalf of the Division of Corrections and Rehabilitation, issued an Agency Request for Quote (ARFQ 0608 DCR2400000054) seeking vendors to establish an open-ended Equipment and Systems Maintenance and Repairs contract for the North Central Regional Jail and Correctional Facility located in Greenwood, Doddridge County. The procurement requires comprehensive preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment for HVAC systems, rooftop units, exhaust fans, and domestic hot water heaters throughout the facility. Qualified contractors must maintain current West Virginia Contractors Licenses and appropriate trade certifications (electrician, plumber, HVAC with EPA 608 certification), demonstrate three years of experience in systems maintenance, and provide continuous 24/7/365 emergency telephone service with response capability within two hours for regular maintenance and 30 minutes for emergencies. Pricing shall be submitted on Exhibit D with unit prices for bi-annual preventative maintenance labor and expendable materials, hourly rates for regular, overtime, holiday, and emergency corrective maintenance labor, and a percentage markup on parts reflecting actual documented costs. A non-mandatory pre-bid meeting was held on October 10, 2023, at 10:00 a.m. EST at the facility location, with questions due by October 17, 2023, at 2:00 p.m. EST, and bids due on October 24, 2023, at 10:30 a.m. EST at the Division of Administrative Services in Charleston. The contract term is one year with potential for three successive one-year renewals, and contractors must submit comprehensive maintenance logs, monthly duplicate preventative maintenance logs, and quarterly and annual reports detailing hours worked, costs, and parts utilized.

The solicitation does not identify any specific set-asides or restrictions on organization types eligible to respond, nor does it reference any incumbent vendors or current contractors in the available documentation. All contractors and employees must pass Division of Corrections and Rehabilitation security background checks and comply with facility security and tool management requirements; travel time and costs are the contractor's responsibility and are non-reimbursable. The agency reserves the right to competitively bid repairs exceeding $2,500 and requires advanced approval before purchasing parts over fair market value. The contract carries a maximum value limit of $500,000 across all initial and renewal terms, with allowance for a maximum three percent annual price adjustment based on Consumer Price Index comparison. A bid bond is not required for submission. All offers are subject to the terms and conditions contained in the complete solicitation package, and vendors should direct inquiries to buyer Philip K Farley at (304) 549-1050 or philip.k.farley@wv.gov.