Kitchen Equipment Maintenance

The State of West Virginia, Department of Administration, Purchasing Division, on behalf of the Division of Corrections and Rehabilitation, is soliciting sealed bids for kitchen equipment maintenance services at two correctional facilities in the Morgan County area. The procurement encompasses both preventative and corrective maintenance services for kitchen equipment at Northern Correctional Facility (Moundsville) and Ohio County Correctional Center & Jail (Wheeling). Preventative maintenance services must be performed quarterly according to manufacturer recommendations with a proposed maintenance schedule submitted for agency approval within 30 days of contract award. Corrective maintenance requests require a two-hour phone or onsite response with service commencing within four hours of notification, while emergency requests necessitate a 30-minute phone response with service delivery within two hours; vendors must maintain 24/7/365 emergency telephone service availability. Pricing shall be established for regular labor rates (Monday-Friday, 8:00 a.m. to 5:00 p.m.), overtime rates (5:01 p.m. to 7:59 a.m., Sunday-Saturday), holiday rates, emergency rates, a flat travel rate per visit to each facility, and a percentage markup on parts (with prior agency approval required for parts exceeding $2,500). Vendors must demonstrate factory training and a minimum of five years' experience in refrigeration, ware washing, waste, cooking equipment, and related industrial kitchen equipment; all replacement parts must equal or exceed original manufacturer specifications. The sealed bid submission deadline is November 20, 2019, at 10:00 a.m., with a questions deadline of November 12, 2019; submission is directed to Beverly L. Ruppert (beverly.l.ruppert@wv.gov or 304-782-2371), and a mandatory pre-bid meeting was required for prospective bidders. Contract award shall be based on lowest overall total cost meeting all specified requirements.

The solicitation does not identify specific set-aside designations or restrictions on types of organizations that may respond; however, all vendors must be properly registered with the West Virginia Purchasing Division and comply with all state and local licensing requirements. Vendors are required to submit a notarized Purchasing Affidavit affirming they are not in default on any monetary obligations owed to the State or its political subdivisions, with enhanced restrictions for construction contracts including certification of compliance with payroll taxes, property taxes, sales and use taxes, and other fines or fees. The apparent successful vendor must maintain Commercial General Liability Insurance in the amount of $100,000 per occurrence, with the State listed as an additional insured, and must provide proof of such coverage prior to contract award. The contract term is one (1) year upon award with renewal options limited to three (3) successive one-year periods, subject to mutual written consent; pricing is firm for the life of the contract unless otherwise specified in the solicitation. Payment is made in arrears only after delivery and acceptance of services, with the State accepting payment by electronic funds transfer or P-Card only. No incumbent vendor or budget range is specified in the solicitation documents; however, estimated quantities for bid evaluation purposes include 128 quarterly visits annually, 750 annual regular labor hours, 50 hours each for overtime, holiday, and emergency labor, and an estimated $5,000 parts cost with vendor-determined markup percentage.