Kitchen Equipment Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation is seeking a kitchen equipment maintenance and repairs contract for the Potomac Highlands Regional Jail and Correctional Facility located in Augusta, Hampshire County. The solicitation (ARFQ 0608 DCR2600000049) is a Request for Quotation (RFQ) for an open-ended master agreement to provide comprehensive maintenance services for kitchen systems and equipment. Required services include preventative quarterly maintenance, corrective maintenance, repairs, replacement parts, and installation of new devices covering food preparation equipment, refrigeration units, ranges, steamers, and related plumbing infrastructure. Vendor qualifications mandate at least five years of kitchen equipment maintenance experience, a valid West Virginia Contractors License, 24/7/365 emergency telephone service, and compliance with facility security requirements including background checks and PREA documentation. A non-mandatory pre-bid meeting is scheduled for November 4, 2025, at 10:00 AM EST, with questions due by 2:00 PM EST on November 7, 2025, and bid submissions required by 10:30 AM EST on November 14, 2025. Evaluation will focus on the lowest responsive bidder meeting all specified requirements.

The contract does not specify any specific set-aside designations or restrictions for disadvantaged enterprises. Contractors must submit a bid bond of five percent of the overall quoted price, with performance and labor/material bonds of 100 percent of the bid amount required before contract award. The contract will be awarded for an initial one-year term with potential for four additional one-year renewals, not to exceed $500,000 in total contract value. Pricing must be submitted on the provided Exhibit C pricing page, which includes unit prices for quarterly preventative maintenance labor, hourly rates for regular, overtime, holiday, and emergency corrective maintenance, and a percentage markup on parts and new equipment. An estimated $20,000 annual parts budget is included for bid evaluation purposes. All work must comply with current building codes and standards, and the contractor must provide comprehensive reporting and maintain detailed equipment logs. Prior written approval is required from the Agency for parts purchases exceeding fair market value or any equipment maintenance work.