Repairs of Motorola Two-way Radios

The State of West Virginia Division of Corrections and Rehabilitation, on behalf of Lakin Correctional Center and Jail located in West Columbia, Preston County, issued an Agency Request for Quote (ARFQ 0608 LCF2300000004) on September 23, 2022, seeking bids for repair services of Motorola two-way radios and related equipment. The procurement encompasses two primary contract items: radio equipment repairs labor estimated at 40 hours at an hourly rate, and parts for two-way radios on a lump-sum basis with a cost-plus markup structure. The specific equipment requiring service includes five portable Motorola radios (models HT750, HT1250, and EX600), one mobile Motorola CDM1250 radio, one Motorola Quantar repeater, and one Motorola MIP 5000 dispatch console as detailed in Exhibit B. Vendors must quote an hourly labor rate for regular hours (8:00 AM to 5:00 PM, Monday through Friday) with all travel costs and equipment included in the quoted rate, and must provide a parts markup multiplier with no separate shipping charges unless pre-approved for expedited or emergency delivery. Standard orders must be delivered within 15 working days while emergency orders must be delivered within 5 working days, with all delivery F.O.B. destination and vendor-borne standard delivery costs. The contract will be awarded to the lowest responsible bidder for an initial one-year term with the possibility of three consecutive one-year renewals subject to mutual written consent. Mandatory pre-bid meeting attendance is required for all vendors, with failure to attend resulting in bid disqualification; a Questions and Answers period was scheduled for September 30, 2022, and bids were due by October 7, 2022, at 12:30 p.m. (with submission deadline at 1:00 PM EST) to Lakin Correctional Facility, 11264 Ohio River Road, West Columbia, West Virginia 25287.

The solicitation documents do not identify any set-aside designations for disadvantaged enterprises, minority-owned businesses, or other restricted categories, indicating this is an open competition available to all qualified vendors. No incumbent vendors or current contractors are referenced in the procurement materials provided. Vendors must meet multiple bonding and insurance requirements prior to contract award, including a performance bond and labor/material payment bond each in the amount of 100 percent of the contract value, a two-year maintenance bond, and commercial general liability insurance of $1,000,000 per occurrence with the State listed as an additional insured. All vendors must complete the State of West Virginia Purchasing Affidavit certifying that they are not in default on any monetary obligations owed to the state or its subdivisions, including taxes, payroll obligations, and workers' compensation premiums, with violation subject to disqualification under West Virginia Code Section 15A-3-14. Pricing must be firm for the life of the contract with no additional fees beyond those expressly provided in the solicitation, payment will be made in arrears following delivery and acceptance of services via electronic funds transfer or P-Card, and any repairs or parts exceeding $350 per unit require advance written approval from the Facility's Business Manager and Compliance Specialist. The specific budget or award value is not disclosed in the available solicitation documents, though the estimated scope includes approximately 40 labor hours plus undetermined parts costs based on facility repair needs.