Kitchen Equipment Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation (DCR), in conjunction with the Division of Administrative Services (DAS), is seeking bids through an Agency Request for Quote (ARFQ) to establish an open-ended contract for kitchen equipment maintenance and repairs at Tygart Valley Regional Jail and Correctional Facility in Belington, West Virginia. The procurement encompasses preventative maintenance and inspections performed quarterly, corrective maintenance and repairs, replacement parts provision, and installation of new kitchen equipment and devices, including walk-in coolers and freezers, mixers, tilting skillets, kettles, hot water boosters, slicers, ice makers, ovens, refrigerators, and related sink and plumbing systems within the kitchen area. Qualified contractors must hold a valid West Virginia Contractors License and maintain Commercial General Liability Insurance and Automobile Liability Insurance of at least $1,000,000 per occurrence, with technicians requiring a minimum of five years' experience and appropriate state licensing. Pricing submissions must include unit prices for quarterly preventative maintenance labor, hourly rates for corrective maintenance during regular hours, overtime, holidays, and emergencies, and a percentage markup on parts and equipment with an estimated annual cost of $20,000. All contractor personnel must complete security background checks, PREA questionnaires, and facility access protocols, with NCIC background checks valid for one year and subject to annual renewal. A non-mandatory pre-bid meeting is scheduled for February 24, 2026 at 10:00 AM EST at the facility, with written questions due by 2:00 PM EST on February 26, 2026; sealed bids are due by 10:30 AM EST on March 5, 2026, with public bid opening at 11:00 AM EST the same day. Inquiries should be directed to buyer Philip K. Farley at (304) 549-1050 or philip.k.farley@wv.gov.

The solicitation does not identify specific set-aside designations or restrictions limiting participation to disadvantaged enterprises or other specialized vendor categories, allowing open competition among qualified bidders. No incumbent contractor or current vendor information is disclosed in the available solicitation documents. The contract term is one year with potential for four successive one-year renewals, and the total contract value is limited to $500,000 across all initial and renewal terms, including all delivery orders and change orders. Contractors must submit a bid bond equal to 5% of the total bid amount, with performance and labor/material payment bonds equal to 100% of the contract value required prior to award. The contractor may request a price adjustment 30 days prior to contract anniversary based on Consumer Price Index comparison or 3%, whichever is less, subject to agency approval. Corrective maintenance response times are set at two hours for standard requests and four hours for emergencies, with 24/7/365 emergency telephone service required; preventative maintenance is performed quarterly during regular business hours, and corrective maintenance occurs between 8:00 AM and 4:00 PM Monday through Friday excluding holidays unless otherwise authorized.