Fire Alarm and Fire Protection Systems Contract

The West Virginia Division of Corrections and Rehabilitation is issuing an Agency Request for Quote (ARFQ 0608 DCR2600000082) for fire alarm and fire protection systems services at the Eastern Regional Jail and Correctional Facility, Building No. 2 (Martinsburg Correctional Center and Jail) located in Berkeley County. This open-ended master agreement contract seeks qualified contractors to provide comprehensive inspections, testing, repairs, replacement parts, and installation services for fire alarm systems, fire sprinkler systems, fire suppression systems, fire doors, and backflow preventer devices. Required services include annual fire alarm system inspections with batteries testing, quarterly and annual fire protection system inspections covering sprinkler systems, fire hydrants, fire pumps, and standpipe systems, semi-annual kitchen fixed fire suppression system and fire extinguisher inspections, annual fire door inspections using 13-point NFPA testing standards, and annual backflow preventer device inspections and testing. Contractors must demonstrate capability to program multiple fire alarm system types including Simplex/Grinnell, Fire-Lite Alarms, Edwards Systems, Honeywell, Johnson Controls, and Potter systems, maintain a West Virginia Contractors License, provide Commercial General Liability Insurance ($1,000,000 per occurrence) and Automobile Liability Insurance ($1,000,000 per occurrence), comply with facility security requirements including background checks and PREA acknowledgments, and provide 24/7/365 emergency telephone service with one-year warranty on parts and labor. Questions must be submitted by 2:00 PM EST on January 28, 2026, with bids due by 10:30 AM EST on February 6, 2026, followed by a public bid opening at 11:00 AM EST the same day. The contract award will be made to the lowest responsive bidder meeting all specifications, with an initial one-year term and potential for four successive one-year renewals, subject to a $500,000.00 total payment limit across all contract terms.

The solicitation documents do not specify set-aside designations or restrictions limiting responses to particular organization types, disadvantaged enterprises, or small businesses. No incumbent contractors are identified in the available documentation, though the addendum references a previous 12-month contract cost of $3,974.68 for the same facility services, providing a baseline reference for pricing evaluation. Contractors are required to submit a bid bond equal to five percent of the total bid amount, with performance and labor/material bonds required after award. The facility contains no elevators, and typical contractor technician work hours are 8:00 AM to 4:00 PM, subject to coordination with facility maintenance staff once a contract is awarded. The estimated annual labor hours are 40 hours with an estimated parts cost of $2,000; however, these figures are provided for evaluation purposes only and do not guarantee future work volumes. The contract carries a $500,000.00 total payment limit across all contract terms and delivery orders, with pricing submitted on a unit basis for inspections, testing, hourly labor rates for various time categories, parts markup percentages, and per-unit prices for specialized inspections.