Proximity card access system corrective maintenance

The State of West Virginia, specifically the Office of Shared Administration (OSA) for the Department of Health Facilities, is seeking a contract for Proximity Card Access System Corrective Maintenance at William R. Sharpe, Jr. Hospital in Weston, West Virginia. The procurement involves maintaining an existing access system comprising 131 card readers utilizing Kantech Door Controller software and HID Door Controllers with Proximity Card Readers. Vendors must provide corrective maintenance services during standard business hours (8:00 AM to 5:00 PM, Monday through Friday), with no single maintenance project exceeding $25,000. Required qualifications include a minimum of three years of experience and employment of qualified technicians. The solicitation (ARFQ 0512 WSH2500000006) requires vendors to submit detailed cost estimates for each maintenance job, with pricing structured as a regular hourly labor rate and percentage markup on parts. Key dates include a pre-bid meeting held on May 22, 2025, a question deadline of May 29, 2025 at 12:00 PM, and a bid submission deadline of June 5, 2025 at 1:30 PM. The contract will be awarded to the lowest grand total cost bidder meeting all specifications.

The procurement allows for potential federal funding and requires vendors to comply with numerous federal and state regulations, including Equal Employment Opportunity requirements and specific facility security protocols. Vendors must sign "Required Contract Provisions for Non-Federal Entity Contracts Under Federal Awards" and demonstrate affirmative steps to engage minority and women-owned businesses. The contract is structured as an open-end agreement with an initial one-year term and potential for three subsequent one-year renewals, totaling a maximum four-year contract period. No rate increases will be permitted throughout the contract duration, and renewals require mutual agreement between the facility and vendor. While no specific total contract value is explicitly stated, the solicitation indicates a fixed hourly labor rate of $50.00 per hour for corrective maintenance with an additional parts markup component. The state reserves the right to award multiple contracts and will require vendors to maintain appropriate insurance coverages, including Commercial General Liability Insurance of at least $1,000,000 per occurrence and Automobile Liability Insurance of at least $1,000,000 per occurrence.