Preventative Maintenance on Card Access Systems

The West Virginia Department of Health and Human Resources is soliciting bids for preventative maintenance services on card access systems across five county locations through an Agency Sole Source Determination process. This procurement covers Lewis County, Pleasants County, Tyler County, Wetzel County, and Marshall County, with services required at multiple locations featuring card readers ranging from 3 to 5 units per county. The scope of work includes preventative maintenance on security card access systems (commodity code 92121700), yearly iCloud service fees for 20 devices, after-hours service calls, and labor hours on an as-needed basis. The vendor must provide labor on an hourly basis, itemized service call fees by county, mileage reimbursement ranging from 40 to 200 miles depending on location, and parts marked up at 50 percent of vendor cost. Bids must be submitted to the Office of Shared Administration Operations/Purchasing at One Davis Square, First Floor, Room 107, Charleston, West Virginia, with a deadline of October 30, 2025, at 10:30 a.m. EST. Inquiries should be directed to Roberta A. Wagner at (304) 558-0437 or roberta.a.wagner@wv.gov. The solicitation was posted on October 17, 2025, and represents a direct award posting opportunity for qualified vendors.

The procurement documents do not identify specific set-aside designations, disadvantaged enterprise restrictions, or incumbent vendors in the available summaries. As an Agency Sole Source Determination, this is a non-competitive procurement process, indicating the agency has identified specific vendor qualifications as uniquely suited to meet project requirements rather than opening the opportunity to competitive bidding. Interested vendors must submit expressions of interest and supporting documentation demonstrating compliance with required qualification and eligibility criteria by the October 30, 2025, deadline. No specific budget range or award value is listed in the posted solicitation materials; however, pricing structure guidelines indicate hourly labor rates, per-service-call fees, mileage charges, and a 50 percent markup on parts will form the basis of compensation. Following the submission deadline, the Purchasing Division will either award the contract to the suggested vendor or return the opportunity to the agency for formal competitive advertising if insufficient qualified interest is received. All invoicing and service requests should be directed to the Health and Human Resources Office of Operations at One Davis Square, Room 115, Charleston.