Kitchen Equipment Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation is seeking bids for a Kitchen Equipment Maintenance and Repairs Contract at Stevens Correctional Center and Jail (STCC&J) in Welch, West Virginia, through an Agency Request for Quote (ARFQ 0608 DCR2600000034). This open-ended contract will provide preventative maintenance, inspections, corrective maintenance, repairs, replacement parts, and installation services for approximately 26 pieces of kitchen equipment, including mixers, warmers, ranges, steamers, grills, refrigerators, kettles, slicers, ice makers, exhaust fans, ovens, walk-in freezers, and cooling units. Bidders must submit pricing on a unit basis for quarterly preventative maintenance labor and expendable materials, hourly rates for regular labor (8:00 AM–5:00 PM, Monday–Friday), overtime labor (5:01 PM–7:59 AM weekdays and all day Saturday–Sunday), holiday labor, and emergency labor, plus a percentage markup on parts and new equipment. Qualified contractors must hold a valid West Virginia Contractors License, maintain commercial general liability and automobile liability insurance of at least $1,000,000.00 per occurrence, and ensure all technicians have a minimum of five years' experience in kitchen equipment maintenance with appropriate licenses (electrician and/or plumber as applicable). The contract will be awarded to the lowest responsible bidder meeting all specifications and complying with Division of Corrections and Rehabilitation security requirements. Critical deadlines include a non-mandatory pre-bid meeting on September 22, 2025, at 10:00 AM EST, a vendor question deadline of September 25, 2025, at 2:00 PM EST, and a bid submission deadline of October 2, 2025, at 10:30 AM EST, with public bid opening at 11:00 AM EST the same day. Inquiries should be directed to Philip K. Farley at (304) 549-1050 or philip.k.farley@wv.gov, and bids must be submitted to Stevens Correctional Center at 795 Virginia Avenue, Welch, West Virginia 24801.

The solicitation documents do not identify any specific set-asides for disadvantaged enterprises, small businesses, or other designated contractor categories, nor do they reference any incumbent contractor or existing service provider. The contract is designated as an Agency Master Agreement with an initial term of one year, renewable for four successive one-year periods, subject to legislative appropriation and availability of funds. The maximum contract value is capped at $500,000.00 across all contract terms, renewal periods, delivery orders, and change orders, with estimated annual corrective maintenance totaling 132 hours (100 hours regular labor, 16 hours overtime, and 8 hours each for holiday and emergency services) and estimated parts costs of $20,000.00 for bid evaluation purposes only. The contract does not include payment for travel time or general conditions costs. All interested vendors should note that the award is contingent upon successful completion of the bid process and compliance with all terms and conditions outlined in the complete solicitation documentation.