Grease Trap Pumping Service - Central Regional Jail

The West Virginia Department of Homeland Security Division of Administrative Services, on behalf of the WV Division of Corrections & Rehabilitation, is seeking a vendor to provide grease trap pumping services for the Central Regional Jail located in Sutton, Braxton County. The procurement is structured as an open-end contract for monthly grease trap pumping services for a 1500-gallon grease trap, with an initial one-year contract term and potential for four additional one-year renewals. The solicitation (ARFQ 0608 DCR2500000120) requires vendors to deliver standard orders within 15 working days and emergency orders within 5 working days, with an estimated 12 total service units per year. Evaluation criteria will focus on the lowest overall total cost, with potential price adjustments after the initial 12-month period limited to the lesser of the Consumer Price Index (CPI) change or 3%. Key vendor requirements include completing the provided Pricing Pages in full, designating a contract manager, and agreeing to confidentiality and information security policies. Critical dates include a question submission deadline of July 14, 2025, at 2:00 PM EST, and a bid response deadline of July 22, 2025, at 10:30 AM EST.

The solicitation does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. Vendors must maintain Commercial General Liability Insurance of at least $50,000 per occurrence and provide evidence of Automobile Liability Insurance. The contract allows for potential piggyback use by other agencies and requires quarterly reporting. While no incumbent vendor is identified, the contract is contingent upon legislative funding and may become void if sufficient funds are not appropriated. The procurement does not guarantee a minimum purchase volume, and the actual contract value will depend on the pricing submitted by the winning vendor. Vendors must be properly licensed and registered in West Virginia and prepared to accept electronic funds transfer or P-Card payments. The contract will be administered through the Central Regional Jail at 1255 Dyer Hill Road in Sutton, West Virginia, with invoicing and shipping handled directly through that facility.