Kitchen Equipment Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation is soliciting bids for a Kitchen Equipment Maintenance and Repairs Contract (ARFQ 0608 DCR2600000049) at the Potomac Highlands Regional Jail and Correctional Facility in Hampshire County. This open-ended master agreement will provide preventative maintenance and inspections on a quarterly basis, corrective maintenance services estimated at 100 hours annually plus provisions for overtime, holiday, and emergency labor, repairs, replacement parts with an estimated annual cost of $20,000, and installation of new kitchen devices and equipment. The equipment covered includes food cutters, freezers, mixers, ranges, refrigerators, steamers, convection ovens, and related kitchen systems as detailed in the solicitation exhibits. Qualified contractors must demonstrate a minimum of five years' experience in kitchen equipment maintenance, provide factory training documentation, and hold appropriate West Virginia licenses for electricians and plumbers if applicable. Pricing will be structured on a hybrid model combining a flat rate for quarterly preventative maintenance, hourly rates for various corrective maintenance labor categories (regular, overtime, holiday, and emergency), and a percentage markup applied to parts and equipment costs. A non-mandatory pre-bid meeting is scheduled for November 4, 2025 at 10:00 A.M. EST, with written questions due by 2:00 P.M. EST on November 7, 2025, and bids due by 10:30 A.M. EST on November 14, 2025, followed by public bid opening at 11:00 A.M. EST in Charleston, West Virginia. The contract includes evaluation criteria requiring a West Virginia Contractors License, 24/7/365 emergency telephone service capability, two-hour telephone response time for corrective maintenance with twenty-four-hour arrival requirements, thirty-minute response and four-hour arrival for emergency requests, one-year warranty on all parts and labor, and full compliance with facility security requirements including background checks and PREA documentation.

The solicitation does not specify set-aside designations or restrictions limiting participation to disadvantaged enterprises or other specialized vendor categories based on the available documentation. No incumbent vendors or current contractors are identified in the procurement materials. Contractors are responsible for all travel costs, tools, equipment, and expendable materials with no travel time reimbursement provided, and must maintain compliance with all applicable federal and state codes and facility-specific security protocols. Bidders must submit a bid bond equal to five percent of the total quoted price, and the selected contractor will be required to provide performance and labor/material payment bonds equal to one hundred percent of the contract value. The contract term is one year with potential for four successive one-year renewals, with a total contract value capped at $500,000 across all renewal terms and change orders.