Radiation monitoring

The West Virginia Division of Corrections and Rehabilitation, in coordination with the Division of Administrative Services, is issuing an Agency Request for Quote (ARFQ DCR2500000083) for radiation monitoring services to support correctional and juvenile detention facilities across the state. This open-end master agreement procurement seeks vendors to supply PA Badges (or equivalent area monitoring devices) utilizing Luxel technology, complete with Velcro holders and adhesive backing, on a quarterly basis with an estimated volume of approximately 165 units per quarter. Required deliverables include initial PA badges, additional PA badges, sorting and packing services for multiple shipping sites, shipping services, late or unreturned badge fees, and annual NRC Form 5 reports with online access to paperless radiation dosimetry reports at no additional cost to the Agency. Vendors must meet all U.S. accreditation standards, demonstrate heat, moisture, and pressure resistance, maintain sufficient inventory, designate a contract manager available during normal business hours, and provide quarterly purchase reports and annual summaries in compliance with West Virginia's confidentiality and information security requirements. Delivery is required within thirty working days for standard orders and fifteen working days for emergency orders, F.O.B. destination, with delivery costs included in bid pricing for standard orders and paid separately by the Agency for emergency orders. The question deadline is February 21, 2025, with bids due February 28, 2025, at 10:30 a.m., and the award will be made to the lowest overall total cost vendor meeting all specified requirements. The contract base period is one year with four optional one-year renewal periods, subject to mutual written agreement, with pricing fixed for the first twelve months and subsequent adjustments limited to the lesser of prior-year Consumer Price Index changes or three percent.

The solicitation does not specify set-aside designations or restrictions limiting eligible responders to particular categories of organizations, disadvantaged enterprises, or minority-owned businesses; however, all vendor submissions are public documents subject to disclosure under West Virginia's Freedom of Information Act, and vendors are prohibited from submitting confidential or proprietary materials. No incumbent vendor information or current contractor details are identified in the available solicitation documents. Vendors must integrate their operations with the existing infrastructure of the West Virginia Division of Corrections and Rehabilitation, which encompasses 25 adult correctional facilities and 8 juvenile detention centers with designated radiation monitoring locations specified in Exhibit B, including lobbies, intake areas, mail rooms, administrative offices, dining areas, and shops. The solicitation documents do not specify an overall contract award value or budget range; however, estimated service volumes provided on the pricing exhibit suggest quarterly orders of approximately 165 PA Badges plus associated services. Successful vendors must provide Commercial General Liability Insurance of at least $1,000,000 per occurrence and Automobile Liability Insurance of $1,000,000 per occurrence, with all payments made in arrears following delivery and acceptance of goods or services through electronic funds transfer or state P-Card.