Equipment and Systems Maintenance and Repairs SWRJCF

The West Virginia Division of Administrative Services, on behalf of the Division of Corrections and Rehabilitation, issued an Agency Request for Quote (ARFQ) for Equipment and Systems Maintenance and Repairs services at the Southwestern Regional Jail and Correctional Facility in Holden, West Virginia (Logan County). The procurement seeks an open-ended master agreement for preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment, with a primary focus on HVAC systems, rooftop units, exhaust fans, and domestic hot water heaters. Vendors must hold a valid West Virginia Contractors License and maintain Commercial General Liability Insurance of at least $1,000,000 per occurrence and Automobile Liability Insurance of at least $1,000,000 per occurrence. Technicians must have a minimum of three years of experience and possess specific qualifications including a West Virginia Electricians License, Plumbers License, EPA 608 Certification for HVAC work, and West Virginia Contractors License. Pricing must be submitted on the provided Pricing Page (Exhibit D) and shall include a single flat annual rate for facility inspections and testing, hourly labor rates for corrective maintenance and repairs (regular, overtime, holiday, and emergency hours), and a percentage markup on contractor-procured parts. The non-mandatory pre-bid meeting was held on October 3, 2023, at 10:00 AM EST; questions were due by October 11, 2023, at 2:00 PM EST; and bids were due by October 23, 2023, at 10:30 AM EST, with public bid opening at 11:00 AM EST. The contract will be awarded to the vendor offering the lowest overall total cost meeting all specifications.

The solicitation does not identify any set-aside designations for disadvantaged enterprises or restrictions limiting eligible respondents to specific organizational types. No incumbent vendors or current contractors are specified in the procurement documents. The contractor must maintain 24/7/365 emergency telephone service and respond to corrective maintenance calls within two hours and onsite within twenty-four hours, or within thirty minutes and onsite within four hours for emergency requests. A price adjustment of up to 3% may be requested annually based on the Consumer Price Index. The total contract value is capped at $500,000 across the initial one-year term and all three successive one-year renewal options combined, with no exceptions permitted for change orders or delivery orders exceeding this amount. All labor, materials, tools, equipment, and travel costs are the contractor's responsibility, with billable time commencing only upon arrival at the facility. Interested vendors should direct inquiries to Philip K. Farley, the designated buyer, at (304) 549-1050 or philip.k.farley@wv.gov.