Preventative Kitchen Equipment Maintenance - Denmar

The West Virginia Division of Corrections and Rehabilitation, through the Division of Administrative Services, is issuing an Agency Request for Quote (ARFQ 0608 DCR2300000156) for preventative and corrective kitchen equipment maintenance services at the Denmar Correctional Center & Jail in Hillsboro, West Virginia. The procurement seeks an open-end contract encompassing comprehensive maintenance for industrial kitchen equipment including refrigeration units, ware washing equipment, waste management systems, cooking equipment, mixers, food cutters, sinks, and all related items. Qualified vendors must demonstrate a minimum of three years of relevant experience and possess factory training certification in the specified equipment categories. Deliverables include quarterly preventative maintenance visits conducted according to manufacturer recommendations with a proposed maintenance schedule due within 30 days of contract award, corrective maintenance services with a 30-minute phone response time and 48-hour on-site arrival requirement, and 24/7/365 emergency service availability. Pricing shall be submitted on a line-item basis including hourly labor rates for regular, overtime, holiday, and emergency hours (with estimated annual quantities of 80, 40, 40, and 40 hours respectively), a percentage markup on parts, four quarterly preventative maintenance visit rates, and ten flat-rate travel charges annually. The contract will be awarded to the lowest-cost qualified vendor, with the facility retaining discretion to competitively bid major repairs exceeding $2,500. Critical deadlines include a questions deadline of March 10, 2023, at 2:00 p.m. EST, bid submission deadline of March 17, 2023, at 2:00 p.m. EST to Mickey Skeens at 1124 Smith Street, 2nd Floor, Suite 2100, Charleston, West Virginia 25301, and a mandatory pre-bid meeting attendance requirement with bid opening scheduled for March 20, 2023, at 10:00 a.m. EST at the same location.

The solicitation does not identify specific set-aside designations for disadvantaged enterprises or organizational restrictions on responding bidders. No incumbent vendor or current contractor information is provided in the available documentation. Vendors must comply with all applicable federal, state, and local laws and maintain required licensing and registration. Mandatory compliance requirements include submission of a notarized Purchasing Affidavit confirming the vendor is not in default on monetary obligations owed to the state or political subdivisions, a notarized Drug Free Workplace Conformance Affidavit (WV-73) demonstrating compliance with West Virginia Code 21-1D-5, proof of workers' compensation insurance, Builders Risk Insurance equal to 100 percent of the contract value, and Commercial General Liability Insurance of at least $1,000,000 per occurrence. The contract term is one year with four successive one-year renewal periods available contingent upon mutual written consent. The bid estimate for evaluation purposes is approximately $5,000 in parts costs with additional labor-based charges, though specific budget allocations are not disclosed. All pricing submitted is firm for the contract life unless otherwise specified, and vendors must furnish all equipment and tools at no cost to the Agency while providing a 12-month warranty on labor performed.