Proximity card access system corrective maintenance

The West Virginia Department of Health and Human Resources, Office of Shared Administration, is issuing a Request for Quotations (ARFQ 0512 WSH2500000006) for an open-end contract to provide corrective maintenance services for the proximity card access system at William R. Sharpe, Jr. Hospital in Weston, Lewis County, West Virginia. The solicitation seeks vendors to establish a contract for regular hourly labor and parts markup services to maintain and repair the existing Kantech door controller software and HID door controllers with proximity card readers currently installed throughout the 131-reader facility. Qualified vendors must demonstrate a minimum of three years of experience and employ qualified technicians capable of providing corrective maintenance services. The pricing structure requires vendors to submit both a regular hourly labor rate for corrective maintenance work and a percentage markup on all corrective maintenance parts, with individual corrective maintenance projects capped at $25,000 in total value. Standard work hours are Monday through Friday, 8:00 AM to 5:00 PM, excluding state-recognized holidays, with any work outside these hours requiring advance approval without additional compensation. All work requires prior written authorization from the Hospital through cost estimates detailing itemized time and materials. The mandatory pre-bid meeting was held on May 22, 2025, at 10:00 AM; written questions were due by May 29, 2025, at 12:00 PM; and bids must be submitted to One Davis Square, First Floor Room 111, Charleston, WV 25301, by June 5, 2025, at 1:30 PM. Award will be made to the vendor offering the lowest grand total cost that meets all specifications.

The contract may be subject to federal funding requirements under the OSA Federal Funds Contract Clause Addendum, which incorporates mandatory federal compliance provisions including minority business and women's business enterprise utilization requirements, domestic preference standards, equal employment opportunity requirements, debarment and suspension verification through the System for Award Management, and Byrd Anti-Lobbying Amendment certifications for awards exceeding $100,000. Vendors must be properly registered with the West Virginia Purchasing Division and complete a Purchasing Affidavit affirming they are not in default on monetary obligations to the state or political subdivisions, with aggregate debt limits of one thousand dollars or less for non-construction contracts. Vendors must submit bids exclusively through the wvOASIS system, as email submissions are not accepted. No incumbent contractor information, set-aside designations, or specific contract award value ranges are provided in the solicitation documents. Interested vendors should direct inquiries to Roberta A. Wagner, the designated buyer, at (304) 558-0437 or roberta.a.wagner@wv.gov, or contact Theresa Dorsey at theresa.j.dorsey@wv.gov, (304) 558-2892, or by mail at DHHR/Purchasing, One Davis Square, Room 111, Charleston, WV 25301.