Fire Protection Equip Inspection

The West Virginia Office of Shared Administration (WVOSA), Purchasing Division, issued this Agency Request for Quote (ARFQ) on behalf of the Department of Health Facilities for fire protection equipment inspection, parts, and corrective maintenance services at Welch Community Hospital located at 454 McDowell Street, Welch, West Virginia. The solicitation, designated as WEH2600000001, seeks a qualified contractor to provide comprehensive fire safety services including annual inspections and recharges for 70 fire extinguishers, quarterly inspections of one wet sprinkler system and two antifreeze loops, semi-annual inspections of fire alarm systems with sensitivity testing and range hood exhaust cleaning in the Dietary Department with fuse link changes and hydrostatic tank testing, semi-annual inspections of wet Ansul fire suppression systems, annual inspections of four backflow preventers, and annual testing of 121 detector heads. The contractor must also provide corrective maintenance services at established hourly rates for normal business hours (8:00 a.m. to 5:00 p.m., Monday through Friday), after-hours (5:00 p.m. to 8:00 a.m., Monday through Friday), weekends, and holidays, with all travel costs incorporated into the hourly rate. Required vendor qualifications include a West Virginia Electrician License (Low Voltage), West Virginia Fire Protection Worker certifications as a Sprinkler Fitter-Journeyman, Fire Extinguisher Technician, and Pre-Engineered Suppression Installer. Vendors must maintain Commercial General Liability Insurance and Automobile Liability Insurance in amounts of $1,000,000.00 per occurrence each. Pricing shall include unit prices for each line item with parts billed at vendor cost plus shipping and a markup not to exceed 10 percent on a baseline of $3,000.00, and vendors must recharge extinguishers within five business days and provide on-site service within four hours of a service call. A mandatory pre-bid meeting was held on September 23, 2025, at 1:00 p.m. in the hospital cafeteria, written questions were due by October 1, 2025, at 1:00 p.m., and bids were due on October 14, 2025, at 1:30 p.m. EST to the Office of Shared Administration Operations/Purchasing Division at One Davis Square, First Floor, Room 107, Charleston, West Virginia 25301, with inquiries directed to Roberta A. Wagner at (304) 558-0437 or roberta.a.wagner@wv.gov.

This procurement is subject to a Federal Funds Addendum establishing both state-level and county/local procurement evaluations, with vendors required to sign acknowledgment of compliance with 2 C.F.R. 200.317 through 200.327 regarding federal fund expenditures and comply with federal contracting requirements including affirmative action for minority and women-owned businesses, domestic preference for U.S.-produced goods, Davis-Bacon wage rates, Anti-Kickback Act compliance, and debarment and suspension checks through the System for Award Management. The contract is designated as a one-time purchase award with a contract term of 36 months and will be established as a Master Agreement under Agency Master Agreement procurement type. All vendors must execute a Purchasing Affidavit confirming they are not in default on any monetary obligations to the state or political subdivisions, and the contract is partially or wholly funded by federal funds, requiring acknowledgment of a Health Insurance Portability and Accountability Act (HIPAA) Business Associate Agreement. All work must comply with National Fire Protection Association (NFPA) standards and West Virginia State Fire Marshal codes and regulations. No specific budget range or award value is provided in the solicitation documents; however, the contract establishes pricing for the 36-month term based on the unit pricing, hourly rates for corrective maintenance services, and parts costs submitted by the selected vendor. The State reserves the right to reject any bid deemed non-responsible and will award to the vendor providing the lowest annual grand total cost meeting all specifications.