Logan Access Control Upgrade

The West Virginia Department of Environmental Protection, Division of Mining & Reclamation is procuring a Logan Access Control System upgrade through a direct award (sole source) procurement designated as ASSD 0313 DEP2600000011. This one-time purchase procurement is being conducted by the Department of Administration Purchasing Division on behalf of the Lewis County facility located in Logan, West Virginia. The scope of work includes the installation and programming of a comprehensive card access control system comprising multiple integrated components: an ATX-TROVE1M1 Access and Power Integration unit, an ATX-ACM4 4 PTC Outputs Access Power Controller, an ATX-AX-RSB1 Single Rocker Switch Bracket, an ATX-EFLOW6NB Power Supply/Charger Board, an HPW PW7K1lC intelligent access control reader with full OSDP support, an HON-PW7K1R2B dual reader board, three HPW OS49TOSDP OmniSmart terminals, 100 HID-1326LSSMV Proxcard proximity cards, miscellaneous hardware components, freight, and professional installation and programming services. The solicitation was posted on December 16, 2025, with a firm deadline for submission of offers on December 30, 2025, at 10:30 a.m. Interested vendors must submit bids to the Environmental Protection Office of Administration at 601 57th Street SE, Charleston, West Virginia 25304, with inquiries directed to April D. O'Dell at the Purchasing Division (304-414-1145 or april.d.odell@wv.gov). The contract will remain effective from the issuance of the Award Document until all goods have been delivered, not to exceed one fiscal year, and is contingent upon legislative appropriation of funds.

The direct award justification is based on sole source determination, specifically that the selected vendor is the only provider of compatible Honeywell Prowatch software integration required for the existing system infrastructure at the Logan facility, and that replacement hardware must maintain compatibility with this established platform. No competing vendors have been identified as willing or able to provide this commodity or service without detrimental effect to operations; however, any interested competing vendors may express written interest to the procurement officer prior to the published deadline, with a minimum public notice period of ten business days, which would convert this direct award to a competitive bidding process. The contract value for this procurement is $9,648.01, with pricing established as firm for the life of the contract and no additional fees permitted beyond those expressly provided in the solicitation. The vendor must accept payment by electronic funds transfer or state-designated credit cards, with payments made in arrears upon receipt of proper invoice, and must provide new, unused commodities unless otherwise expressly permitted. The selected vendor must comply with all applicable federal, state, and local laws, maintain required insurance coverage, and accept that the State may cancel the contract immediately if materials or workmanship do not conform to specifications, or upon 30 days written notice for other causes. The contract is governed by West Virginia law.