PM Kitchen - KHR

The West Virginia Division of Administrative Services, on behalf of the Division of Corrections and Rehabilitation, is soliciting bids for an open-end contract to provide kitchen equipment maintenance and repair services at the Kenneth "Honey" Rubenstein Juvenile Center in Davis, Tucker County, West Virginia under ARFQ 0608 DCR2400000077. The procurement encompasses preventative and corrective maintenance services for industrial kitchen equipment including refrigeration units, ware washing systems, waste disposal equipment, cooking appliances, mixers, food cutters, sinks, and related items. Qualified vendors must demonstrate a minimum of three years of direct experience in equipment service and repair and possess factory training certification in the equipment categories specified. The contract requires vendors to provide hourly labor rates for regular hours (8:00 a.m. to 5:00 p.m., Monday-Friday), overtime hours (5:01 p.m. to 7:59 a.m., Sunday-Saturday), holiday hours, and emergency rates, along with a percentage markup on parts procured and reimbursed by the agency, plus flat-rate travel charges per visit. Preventative maintenance must be performed quarterly on a schedule submitted by the vendor for agency approval within thirty days of contract award, while corrective maintenance calls require telephone response within thirty minutes and onsite arrival within twenty-four to forty-eight hours for standard calls or twenty-four hours for emergencies, with 24/7/365 emergency telephone service mandatory. The vendor must maintain valid photo identification for personnel, ensure company-identified clothing or badges are worn, and submit to vehicle and personnel searches upon facility entry and exit. The bid submission deadline is February 6, 2024, at 10:30 a.m. EST, with questions due by January 30, 2024, at 2:00 p.m., and a mandatory pre-bid meeting attendance requirement; bids must be delivered to the Division of Administrative Services at 1124 Smith Street, 2nd Floor, Suite 2100, Charleston, West Virginia 25301, Attention: Tina R. Withrow. Award will be based on the lowest overall total cost meeting all mandatory specifications, with the contract term established for one initial year with four optional one-year renewal periods requiring mutual written consent for renewal.

The solicitation contains no specific set-aside designations for disadvantaged enterprises or restrictions on organizational types; however, all vendors must complete and submit a Purchasing Affidavit certifying they are not in default on any monetary obligations owed to the state or its political subdivisions, a Drug Free Workplace Conformance Affidavit, and acknowledge receipt of all addenda. Vendors must provide performance bonds and labor/material payment bonds each equal to 100% of the contract value, as well as a two-year maintenance bond for roofing system coverage, and maintain commercial general liability insurance with minimum coverage of $1,000,000 per occurrence, automobile liability insurance at $1,000,000 per occurrence, and Builders Risk Insurance coverage equal to 100% of the contract value. Pricing submitted is firm for the initial twelve-month period with no price increases permitted; subsequent adjustments are limited to the lesser of the prior year Consumer Price Index increase or three percent and require prior agency approval at least thirty days before the contract anniversary. Parts exceeding $2,500 require prior agency approval, and the agency reserves the right to competitively bid major repairs; all replacement parts must equal or exceed original manufacturer specifications, with shipping and freight costs reimbursed at pass-through cost with no markup permitted. No specific budget or award value is provided in the solicitation documents, though the estimated annual pricing is based on 80 regular hours, 40 overtime hours, 40 holiday hours, 40 emergency hours, four quarterly preventative maintenance visits, and ten flat-rate travel charges, with a $5,000 parts cost estimate subject to vendor markup. Payment is made only after delivery and acceptance of services, with invoices submitted in arrears and accepted by electronic funds transfer or P-Card, and all contract funding is contingent upon legislative appropriation, becoming void if funding is not available by July 1 of any fiscal year.