Fire Protection Equip Inspection

West Virginia's Office of Shared Administration, on behalf of the Department of Health Facilities at Welch Community Hospital in Mineral County, is soliciting bids for comprehensive fire protection equipment inspection, maintenance, and corrective maintenance services through an Agency Request for Quote (ARFQ WEH2600000006). The scope of services includes 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, semi-annual range hood exhaust cleaning with fuse link changes in the Dietary Department, semi-annual inspections of wet ansul fire suppression systems, annual inspections of four backflow preventers, and annual testing of 121 detector heads. All work will be performed at the hospital's main campus located at 454 McDowell Street in Welch, West Virginia. Additionally, vendors must provide corrective maintenance services at specified hourly rates for regular business hours (8:00 a.m. to 5:00 p.m. Monday-Friday), after-hours service (5:00 p.m. to 8:00 a.m. Monday-Friday), weekend service, and holiday service, with estimated hours of 8, 4, 4, and 4 respectively, and all travel and mileage costs must be included in quoted rates. Required qualifications include a West Virginia Electrician License for Low Voltage work, Fire Protection Worker certifications as Sprinkler Fitter-Journeyman, Fire Extinguisher Technician, and Pre-Engineered Suppression Installer, with a local engineer or technician available within four hours of a service call. Vendors must submit hard copy pricing pages completed with unit costs, quantities, and annual costs for all line items; bids are due November 13, 2025 at 1:30 p.m., and a mandatory pre-bid meeting is scheduled for October 29, 2025 at 1:00 p.m., with written questions due by 10:30 a.m. on November 6, 2025. The contract will be awarded to the lowest-cost qualified bidder, with award being a one-time purchase unless otherwise specified in the Award Document.

The procurement is subject to federal funding compliance requirements under 2 C.F.R. 200.317-200.327, requiring vendors to demonstrate affirmative engagement with minority businesses, women's business enterprises, and labor surplus area firms, and to comply with domestic preference provisions, anti-kickback regulations, and environmental requirements. Vendors must execute a notarized DoHS Purchasing Affidavit certifying they have no outstanding monetary obligations to the state or its political subdivisions exceeding one thousand dollars in aggregate and are not in default on workers' compensation coverage. The contract requires Commercial General Liability Insurance and Automobile Liability Insurance each in the amount of $1,000,000.00 per occurrence, with the State listed as an additional insured, and bidders must maintain HIPAA Business Associate compliance as the hospital provides services involving protected health information. Parts and repair materials must be provided at vendor cost plus shipping plus a markup not to exceed 10 percent, with estimated annual parts costs of $3,000. No incumbent contractor, set-aside designations for disadvantaged enterprises, or specific contract value or budget range is identified in the solicitation documents. All pricing is firm for the life of the contract, and the State of West Virginia is exempt from all applicable taxes; vendors must accept payment by electronic funds transfer or P-Card and acknowledge receipt of all addenda issued for the solicitation to avoid bid disqualification.