Kitchen Equipment Maintenance and Repairs Contract

The West Virginia Division of Corrections and Rehabilitation is seeking bids through an Agency Request for Quote (ARFQ) to establish an open-ended Kitchen Equipment Maintenance and Repairs Contract at the Southwestern Regional Jail and Correctional Facility in Holden, West Virginia. The procurement seeks qualified contractors to provide preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new kitchen devices and equipment for sixteen specified items including griddles, slicers, food cabinets, ice machines, mixers, convection ovens, ranges, food cutters, proofing cabinets, steamers, kettles, booster heaters, and a dishwasher. Qualified contractors must demonstrate five years of kitchen equipment maintenance experience and possess appropriate West Virginia Contractors License, electrician, and plumber licenses as applicable. Bidders must submit pricing for quarterly preventative maintenance unit rates, hourly labor rates for regular work (8:00 AM to 5:00 PM Monday-Friday), overtime (5:01 PM to 7:59 AM Monday-Friday and all-day weekends), holiday work, and emergency response work, plus a percentage markup on parts and new equipment. The contractor must maintain twenty-four-hour/seven-day emergency telephone service, provide all tools and equipment, maintain commercial general liability insurance of $1,000,000 per occurrence and automobile liability insurance of $1,000,000 per occurrence, comply with West Virginia correctional facility security requirements including background checks and PREA documentation for all workers, and provide one-year warranties on all parts and labor. Key deadlines include a non-mandatory pre-bid meeting on March 24, 2026, at 10:00 AM EST, question submission deadline of 2:00 PM EST on March 26, 2026, and sealed bid submission deadline of 10:30 AM EST on April 2, 2026, with bid opening at 11:00 AM EST the same day. Award will be made to the lowest responsible bidder meeting all specifications based on total overall cost.

The solicitation does not specify any set-aside designations or restrictions limiting responses to particular categories of enterprises such as disadvantaged, minority-owned, or women-owned businesses, meaning the procurement is open to all qualified bidders meeting the stated experience and licensing requirements. No incumbent vendors or current contractors are identified in the procurement documents. The contract will be performed at the Southwestern Regional Jail and Correctional Facility located at 1300 Gaston Caperton Drive, Holden, WV 25625 in Logan County, with invoices and shipments directed to this facility address. The contract term is one year with potential for four successive one-year renewals. The contract value is capped at $500,000 for all initial and renewal terms combined, with potential price adjustments not to exceed the Consumer Price Index or 3% annually. Estimated annual corrective maintenance is 132 hours, distributed across regular labor (100 hours), overtime (16 hours), holiday (8 hours), and emergency (8 hours) categories, with an estimated $20,000 in annual parts costs. A mandatory 5% bid bond is required at submission.