Maintenance Equipment Maintenance Contract

The State of West Virginia, specifically the Division of Corrections and Rehabilitations for Harrison County, is seeking a maintenance equipment maintenance contract for the Salem Correctional Center and Jail. The procurement is focused on corrective maintenance services and parts for grounds maintenance equipment, including tractors, mowers, trimmers, blowers, and chainsaws. Vendors must have a minimum of 3 years of experience servicing this type of equipment and provide proof of factory training. The contract requires the selected vendor to respond to corrective maintenance calls, pick up and return equipment within specified timeframes, procure and install necessary parts, and provide a 12-month warranty on all labor. Evaluation will be based on meeting required specifications and providing the lowest overall total cost. The bid is due on August 14, 2019, at 2:30 PM, with pricing to be structured as a single flat hourly labor rate and parts costs with a quoted markup percentage. The initial contract term is one year, with options for up to three additional one-year renewals.

The solicitation documents do not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The state reserves the right to competitively bid major repairs and purchase parts from the awarded vendor, even if the agency's maintenance department performs the work. While no incumbent vendor is identified, the contract will be funded through the state agency's operating budget. Pricing details indicate an estimated 200 maintenance incidents per year and an annual parts cost of approximately $5,000. Vendors must comply with all applicable laws and regulations, provide required documentation including licenses, certifications, and insurance, and submit a purchasing affidavit confirming they are not in default on any monetary obligations to the state. The contract includes provisions that prevent awarding to vendors with outstanding debts over $1,000 or in employer default, unless under a contested or payment plan agreement.