Kitchen Equipment Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation has issued an Agency Request for Quote (ARFQ) to establish an open-ended master agreement for kitchen equipment maintenance and repair services at the Western Regional Jail and Correctional Facility in Barboursville, Cabell County. This construction contract solicitation seeks qualified vendors to provide comprehensive preventative maintenance inspections on a quarterly basis, corrective maintenance and repairs, replacement parts procurement, and installation of new devices and equipment for multiple kitchen appliances including ice makers, stoves, refrigerators, mixers, tilting skillets, steam kettles, convection ovens, warmers/proofers, walk-in freezers, and walk-in coolers. Qualified contractors must demonstrate a minimum of five years of experience in kitchen equipment maintenance and possess appropriate state licenses including West Virginia electrician, plumber, and contractor licenses. Contractors must maintain 24/7/365 emergency telephone service with a two-hour telephone response and 24-hour onsite arrival for routine corrective maintenance, and 30-minute telephone response with four-hour onsite arrival for emergency situations. Key dates include a non-mandatory pre-bid meeting scheduled for October 30, 2025, at 10:00 AM EST at the facility, a deadline for vendor questions on November 3, 2025, at 2:00 PM EST, and a bid due date of November 10, 2025, at 10:30 AM EST with a public bid opening at 11:00 AM EST that same day in Charleston. Pricing must be submitted using a unit price structure for quarterly preventative maintenance labor, hourly rates for corrective maintenance categorized by regular, overtime, holiday, and emergency labor, and a percentage markup on new equipment and parts based on actual documented costs, with estimated annual hours of 100 regular labor hours, 16 overtime hours, 8 holiday hours, and 8 emergency hours provided for evaluation purposes.

The solicitation documentation does not specify set-aside designations or restrictions limiting participation to particular organizational types or disadvantaged enterprises, indicating the opportunity is open to qualified vendors generally. No incumbent vendors or current contractors are identified in the available solicitation materials. All bidders must submit a five percent bid bond with their proposal, and the apparent low bidder will be required to provide performance and labor/material payment bonds equal to the overall bid cost. All personnel accessing the facility must comply with comprehensive security requirements, including background checks, security orientation, and adherence to Prison Rape Elimination Act (PREA) standards. The initial contract term is one year with potential for four additional one-year renewals, and the maximum contract value across all initial and renewal terms is $500,000. Interested vendors should direct inquiries to Philip K. Farley, the buyer, at (304) 549-1050 or philip.k.farley@wv.gov, and the procurement folder number is 1821459 with solicitation number ARFQ 0608 DCR2600000040, Version 1.